deliverable sign-off form project name client...

INFORMATION TECHNOLOGY SERVICES

Project Deliverable Sign-off

IT Service Catalogue Project 2011-08-20 of 2


DELIVERABLE SIGN-OFF FORM

Project Name Provision of a student digital Photocopying Service

Project Manager Dr Wimpie Beeken for Annette van Aswegen

Project Sponsor Dr Hennie Venter

Client ITS Internal

Date 14 March 2015

Deliverable Sign-off

The Signatories below indicates that the project deliverable(s) was received, and has been reviewed and accepted subject to the following categories.

Deliverable Version Description

Tender documentation as prepared by Fineprint for publication on ITS Intranet and assessment of obtained information.

V1.00 All tender documentation and assessment sheets.

Name Signature Date Category Comments / Recommendations

Deliverable sign-off categories:

A Approved

B Approved, subject to recommended changes / comments

C Not approved, reasons included in comments.


Project Deliverable Sign-off

IT Service Catalogue Project 2011-08-20 of 2


List of Tender Documents Attached

1. Tender Format

2. Section 1/2/5 Student Digital Print, Copy and Scan Tender document

3. Section 3 – Technical Specifications

4. Section 4 – Company information and Capacities

5. Schedule F – Technical Specification Completion Guide

Tendering Company Pretoria University

Tender Number IT-COP-2015-004

Tender Description PROVISION OF A STUDENT DIGITAL PHOTOCOPYING/PRINTING/SCANNING SERVICE FOR THE UNIVERSITY OF PRETORIA

Tender Closing date 18 May 2015 12:00 PM

Internal contact person Antoinette van Aswegen / Rian van der Merwe

Email address [email protected]

Tendering Firm

Contact Person

Contact Number

Email address

Tender Number: IT-COP-2015-004 April 2015

Table of Contents Cover Letter ............................................................................................................................................ 3

SECTION 1 – BACKGROUND AND TENDER CONDITIONS ........................................................................ 4

SECTION 2 – EVALUATION PROCESS ....................................................................................................... 5

SECTION 3 – TECHNICAL SPECIFICATION ................................................................................................ 6

SECTION 4 – COMPANY INFORMATION AND CAPACITIES ...................................................................... 7

SECTION 5 – TENDER FORMS AND RELATED DOCUMENTS .................................................................... 8


Cover Letter


SECTION 1 – BACKGROUND AND TENDER

CONDITIONS


SECTION 2 – EVALUATION PROCESS


SECTION 3 – TECHNICAL SPECIFICATION


SECTION 4 – COMPANY INFORMATION AND

CAPACITIES


SECTION 5 – TENDER FORMS AND RELATED

DOCUMENTS Schedule A – Tender Form, Important Conditions and Miscellaneous Requirements

Schedule B – List of Contactable References

Schedule C – Details of Service Provider’s Nearest Office

Schedule D – Acknowledgement of Tender

Schedule E – Conditions of Contract and Operational Requirements

Schedule F – Statement of Commitment

Schedule G – Certificate of Attendance of the Information Session

Schedule H – Service Provider Information

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UNIVERSITY OF PRETORIA

INVITATION TO TENDER


FOR THE PROVISION OF A STUDENT DIGITAL PHOTOCOPYING/PRINTING/SCANNING SERVICE FOR THE UNIVERSITY OF PRETORIA

Tender Number: IT-COP-2015-004

Tenderers who are desirous of providing the services as specified hereinafter, and subject to the

terms and conditions as set out herein, are requested to complete this set of documents and

submit it, in a sealed envelope marked with the above tender number, at:

Room 5-29

Administration Building

University of Pretoria

Pretoria

Please provide the following company information:

Company Name

Contact Person

Contact Number

(landline)

Contact Number

(cellular

telephone)

Email Address

Closing date for tender: 18 May 2015 at 12h00

PLEASE NOTE THAT NO LATE TENDERS WILL BE ACCEPTED

Name of Tenderer: …………………………………………………………………………………………………

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Registration Number: …………………………………………………………….. Table of Contents

1.1 This document contains all the relevant information in respect of the

technical and operational specifications of the services to be performed on

the premises of, or otherwise for, the University of Pretoria (the

“University”).

1.2 The service specification relates only to those services specified in this document.

1.3 The terms, conditions, requirements and related information contained in the

technical specification shall form the basis of a service level agreement to be

concluded with the successful tenderer.

1.4 Tenderers are required to familiarise themselves with and understand the

specifications, requirements, terms, conditions and related information outlined in

this document.

1.5 No late tenders will be accepted and the onus shall be on tenderers to ensure that

all tender documents are received in time. The University will accept no

responsibility or make any allowances for delivery delays and no grace periods will

be allowed.

1.6 Only tenders completed on the original tender documents are permitted, and no

tenders submitted via fax or email will be considered.

1.7 Any duly completed and submitted tender will remain open for acceptance

by the University for a period of 90 (ninety) calendar days from the closing

date for submission of tenders as stipulated in the invitation to tender.

2.

2.1 Tenderers should note that attendances of any tender information

meetings (if requested) are potentially compulsory.

Information provided during information meetings (if applicable) is aimed at assisting bidders in

compiling informed and meaningful bids, but the University shall not be bound by any alleged

representation, undertaking or warranty not contained in the final contract concluded between

the University and the successful tenderer.

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2.2 A shortlist of tenderers will be compiled after evaluation of all the tenders

submitted.

2.3 Short-listed tenderers may be required to make further presentations to the

relevant tender evaluation and adjudication panel, at a time and venue to be

advised.

2.4 The tender evaluation and adjudication committee will shortlist preferred service

providers on the basis of certain evaluation criteria, and representatives of the

aforesaid committee and/or the University may elect to visit the premises of any

or all short-listed tenderers as part of the evaluation and adjudication process.

2.5 All tenderers will be notified after the evaluation and adjudication process has been

completed as to whether they were successful or not, and tenderers are specifically

requested not to contact the University in this regard.

2.6 Detailed evaluation results and tender ratings will not be made available.

2.7 The University reserves the right, in the event of a formal written

agreement not being concluded with the preferred service provider within

a reasonable period, as the University in its sole discretion may determine,

after completion of the tender evaluation and adjudication process, to

terminate negotiations with the preferred service provider and to select

an alternative service provider.

2.8 The University shall not be obliged to accept the lowest bid or any other tender

whatsoever.

3. TENDER PROCEDURE

3.1 Tenders in a sealed envelope (containing the original Tenderer’s undersigned

submission and one copy thereof) marked:

The Director: Information Technology


UP: Student Photocopying and Printing Services Delivered by hand into the tender box on the University’s Hatfield campus, before

12:00 on

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18/May/2015, in Room 5-29, Administration Building, Hatfield Campus, Pretoria

N.B. Late tenders will not be accepted.

3.2 The tender document and any applicable Annexure/s, duly completed by the

Tenderer, signed by an authorized representative of the Tenderer and initialled by

the representative on each and every other page and delivered as stipulated in

clause 2.1, shall be the Tenderer’s submission. By submitting a submission, the

Tenderer agrees to all the terms and conditions contained in this document and all

applicable Annexure/s.

3.3 The Tenderer’ submission shall remain irrevocable for a period of ninety (90)

calendar days following the submission date during which period the Tender may

not withdraw or derogate from the tender.

3.4 On receipt by the Tenderer of a written acceptance of the Tenderer’s submission

by the University, the tender shall constitute a binding Agreement between the

University and the Tenderer: Provided that the parties may enter into further

written Agreements in respect of any aspect not covered in the tender document

for the service or for any other separate tender submitted by a Tenderer.

3.5 All costs incurred in the preparation and presentation of a tender shall be for the

account of the Tenderer.

3.6 All prices quoted by the Tenderer shall include VAT.

3.7 The University shall not be obliged to furnish any reason for the acceptance or

rejection of any tender and any decision of the University regarding the acceptance

of tenders in terms of this tender document shall be final.

3.8 The University reserves the right to withdraw this tender as well as the right not to

accept the only or lowest tender.

3.9 This invitation is issued to Tenderers on the understanding that the contents of the

tender document are confidential and shall not be disclosed to any third party

whatsoever.

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3.10 Tenderers may consult, prior to the submission of their tender, with Mr Vian Kruger

at the University after arranging such consultation at (012) 420-4970 provided that

nothing discussed during such consultation shall in any way bind the University.

3.11 Should any provision of this Agreement in any manner whatsoever contravene any

law of the Republic of South Africa, such provision shall be deemed to be severable

and shall not affect any other provision of this Agreement and not affect the

enforceability of those remaining provisions that are not in contravention of any

law.

TABLE OF CONTENTS

SECTION 1 – BACKGROUND AND TENDER CONDITIONS



SECTION 4 – COMPANY INFORMATION AND CAPACITIES

SECTION 5 – TENDER FORMS AND RELATED DOCUMENTS

Schedule A – Tender Form, Important Conditions and Miscellaneous Requirements




Schedule E – Conditions of Contract and Operational Requirements




SECTION 1 – BACKGROUND AND TENDER CONDITIONS

Section 1

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1. INTRODUCTION

The University is desirous of appointing a reputable, competent services provider (the

“Service Provider”) to provide a digital photocopying, printing and scanning service to

students and personnel of the University, on an agreement basis (the “ Services”) in the

specified premises and in accordance with the specifications and service level

requirements contained in this tender document.

The Service Provider should possess the requisite resources and industry-specific expertise

to render the Services in accordance with the requirements of the University as set out in

these tender documents. The Service Provider is required to provide all required

equipment, materials, and any other items necessary to perform the Services.

This document contains relevant information in respect of the operational and physical

specifications for the above services to be performed in the specified premises at the

specified campuses of University of Pretoria.

Tenderers/applicants should study the information provided in detail before responding

to the tender. The conditions set out in this specification will be used as a basis for

monitoring the operations.

The Services are to be provided in a cost effective and efficient manner, while being

integrated with the daily activities occurring on and around the specified premises.

The digital photocopying, printing and scanning service will be provided at the following

premises of the University:

- South Campus: Bindery

- Hatfield Campus: Build Architecture (Boukunde)

- Groenkloof Campus: Library

- Kalafong Campus: Library

- Hatfield Campus: Law Building Library

- Mamelodi Campus: Library

- Health Sciences Campus: Library

- Hatfield Campus: Merensky Library (Levels 1-6)

- Hatfield Campus: Music Department

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- Onderstepoort Campus: Library

- Health Sciences Campus: Preclinical

- Sports Campus: Rembrandt Hall

- Hatfield Campus: Student Copy Centre

- Student Laboratories (Various Campuses)

- Student Residences (Various Campuses)

Find below a List of Campuses and Google Map URL’s

- Hatfield Campus = "University of Pretoria Hatfield Campus" -

http://goo.gl/RK4Kj9

- LC de Villiers Sports Campus/High Performance Centre = "University of

Pretoria LC de Villiers Sports Campus/High Performance Centre" -

http://goo.gl/0RPlZK

- Groenkloof Campus = "University of Pretoria Groenkloof Campus" -

http://goo.gl/iOGVik

- Prinshof Campus (Faculty of Health Science) = "University of Pretoria

Faculty of Health Science" - http://goo.gl/i6DWEz

- Onderstepoort Campus (Faculty of Veterinary Science) = "University of

Pretoria Faculty of Veterinary Science" - http://goo.gl/hS53wn

- Mamelodi Campus = "University of Pretoria Mamelodi Campus" -

http://goo.gl/aw1TJR

Tenderers/applicants should note that there will be an infrastructure upgrade process,

as well as the role out of a new student print billing system running in sequence with the

installation of the new student printing service. This upgrade will install new network

points and switchgear to ensure that all printers and Multi-functional units supplied on

this tender is connected to a dedicated network point and new card readers will be

deployed to the Multi-functional devices.

The successful tenderer will be expected to work alongside the infrastructure

implementation team, and make use of the current network switching infrastructure

available at the various venues until such time as proper network

switching infrastructure becomes available to connect new printing and Multi-functional

units. This implies that some venues will be running below operational efficiencies until

sufficient network switching infrastructure is made available.

http://goo.gl/RK4Kj9

http://goo.gl/0RPlZK

http://goo.gl/iOGVik

http://goo.gl/i6DWEz

http://goo.gl/hS53wn

http://goo.gl/aw1TJR

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The University cannot predict the impact of this project on the income of the new service

provider, even though the service will be subjected to the exact same limitations that

the current service provider where faced with for the entire duration of the previous

contract.

Figure 1 below indicate the staffing requirements and working hours required on site. The service

provider will be asked by the University to evaluate the required capacity prior to installation in

order to potentially restructure the required full time staffing capacities.

Figure 1 - Staff Capacities

1.1 OBJECTIVE OF THIS TENDER

The primary operational objectives are the following:

1.1.1 Appoint a competent, experienced service provider ;

1.1.2 To ensure the provision of software and hardware to the University which is

compatible with the existing network infrastructure, software applications and

hardware currently being used at the University, as specified and referred to in

this document.

1.1.3 To positively influence visitors and stakeholder’s perceptions and experience of

the University as the leading South African tertiary institution by establishing an

image of order, neatness and managerial excellence.

1.1.4 The Service Provider appointed must display an unquestionable track record,

have significant experience in the provision of digital photocopying, printing and

scanning services, with positive reference provided by past and current users;

Hours

No of

Staff Hours

No of

Staff Hours No of Staff

Hatfield Campus: Merensky Library (Levels 1-6) 3 3 07h30 -16h00 2 16h00 - 20h00 1 8h30 - 13h00 2 Laminate >A3 / Spiral Bind >50mm

Hatfield Campus: Student Copy Centre 4 1 1 2 07h30 -16h00 4 Closed Closed Laminate >A3 / Spiral Bind >50mm / Faxing

Hatfield Campus: Law Building Library 2 2 07h30 -16h00 1 12hh30 - 21h00 1 8h30 - 13h00 1

Sports Campus: Rembrandt Hall 1 1 07h30 -16h00 1 Closed Closed

Groenkloof Campus: Library 2 2 07h30 -16h00 1 12hh30 - 21h00 1 8h30 - 13h00 1 Laminate >A3 / Spiral Bind >50mm

Health Sciences Campus: Preclinical 1 1 07h30 -16h00 1 Closed Closed

Health Sciences Campus: Library 2 2 07h30 -16h00 1 11h30 - 20h00 1 8h30 - 14h00 1 Laminate >A3 / Spiral Bind >50mm

Onderstepoort Campus: Library 1 1 07h30 -16h00 1 Closed Closed Laminate >A3 / Spiral Bind >50mm

CashierAssistant

& CashierAdminSupervisor

Total Staff

Quantity

Service Hours and staff capacitiesStaff Positions

Area

Site Staff Capacities

Additional CapacitiesSaturdaysOvertimeGeneral Office Hours

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1.1.5 The Service Provider must make use of equipment and software which complies

with all legislation and regulations applicable to digital photocopying, printing

and scanning as well as the information technology service industry;

1.1.6 The Service Provider must make use of the latest equipment and software used

in the information technology services industry, and must offer the capacity to

provide systems and processes which are conducive to efficient and timeous

service delivery;

1.1.7 The Service Provider must in all respects comply with applicable laws and

regulations, including, without limitation, all standards and procedures, such as

those provided by the South African Bureau of Standards (“SABS”);

1.1.8 The Service Provider must be willing to provide the Services as required by the

University, but must advise on and introduce the latest trends in the digital

photocopying, printing and scanning as well as information technology services

industry with the intention to continuously improve service delivery and to

ensure that all parties stay abreast of relevant developments in the industry.

1.2 COMPULSORY INFORMATION SESSION

1.2.1 A compulsory public information session will be held to answer any questions

that may arise from the tender documents and the tender process.

1.2.2 Any Service Provider who fails to attend the compulsory information session will

be disqualified.

1.2.3 The Service Providers will be required to sign an attendance register on the day

of the session.

1.2.4 The information session will be held in the CEFIM (Fuchs auditorium), Carl & Emily

Fuchs Institution Building on the 7 May 2015 9:00 – 10:00 AM

1.3 COMPULSORY REQUIREMENTS FOR REGISTRATION AND ADMITTANCE TO THE

PUBLIC TENDER INFORMATION SESSION

1.3.1 The Service Provider shall complete and submit the appropriate application form

complete with all supporting documentation as may be required.

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1.3.2 Prospective Service Providers must read the applicable tender document and

bring a copy to the information session.

1.3.3 The compulsory public tender information session and site visits will take place

on the dates and times and at the venues as set out in clause 1.5.

1.3.4 OPTIONAL INFORMATION SESSION

Service Providers are invited to an optional information session to where opportunity will be

provided to ask additional questions. This session will be held in the NW2 building Room 5-13 on

05 May 2015 14h00 - 15h00

1.4 CLOSING TIME FOR TENDERS AND PROVISIONS RELATING TO SUBMISSION OF

TENDERS

1.4.1 The closing time for the receipt of tenders in response to this invitation to

tender is detailed in the relevant invitation to tender advertisement.

1.4.2 All tenders must be submitted in a sealed envelope bearing the tender number,

tender description and closing date (original and a copy of the submitted tender

documents).

1.4.3 All tenders must be received before the stipulated closing time and date and

must be deposited in the tender box at the address detailed in clause 1.5.

1.4.4 No late submissions will be entertained irrespective of the circumstances

pertaining to such late submission.

1.5 TENDER SUBMISSION AND COMPLIANCE

The original and a copy of the sealed tender must be deposited into the official tender box

located at the following offices:

Room 5 - 34

Administration Building


Pretoria

Prior to submission the Service Providers must check that all pages are numbered and all

required documents are signed and submitted.

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2. TENDER CONDITIONS

2.1 OFFER AND SPECIAL CONDITIONS

2.1.1 Without detracting from the generality of clause 2.1.2 below, Service Providers

must submit a completed and signed tender form. Service Providers must take

particular note of any special conditions applicable to the tender.

2.1.2 All tenders submitted in reply to this invitation to tender should incorporate all

the forms, parts, certificates and other documentation forming part of this

invitation to tender, duly completed where required. Each page should be

initialled below with a black pen. Failure to comply with any or all of these

requirements may lead to a Service Provider being disqualified.

2.1.3 In the event that any form or certificate provided does not have adequate space

for the Service Provider to provide the requested details, the details should be

provided in annexure and the Service Provider must refer to such annexure in

the form or certificate provided.

2.1.4 Service Providers shall indicate any variations, deviations, deletions or

additions to the terms and conditions of these tender documents in a

separate document. Service Providers are instructed not to indicate any

such variations, deviations, deletions or additions by striking through or

manually inserting information, or otherwise making any similar change

to the tender documents, and failure to adhere to this instruction may

result in the Service Provider’s tender being disqualified. Service

Providers are also cautioned against making or proposing any changes

which result or may result in a variation of the scope of this tender.

2.2 ENQUIRIES

Should any Service Provider have any enquiries relating to this invitation to tender, such

inquiries may be made at the compulsory information session, or otherwise be directed to

Mrs Annette van Aswegen at Tel (012) 420 4490 or Dr. W Beeken Tel (012) 420

6480

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2.3 PRICING

2.3.1 The Service Provider must submit details regarding the tender prices for the

Services on the Pricing Schedule Form(s), Section 3, which completed form(s)

must be submitted together with the tender documents.

2.3.2 The period for this service that will be considered will be either 36 Months, 48

Months or 60 Months.

2.3.3 It is a requirement for this tender that the tender price is based on a fixed price

effective for a period of 12 (twelve) months, which price will thereafter be subject

to escalation, if any, in accordance with the provisions of the Pricing Schedule

that forms part of these documents, and wherein the Service Provider will inter

alia set out its proposed price increases, but which shall only be effective if

accepted in writing by the University and incorporated in the service agreement

concluded between the University and the successful Service Provider.

2.3.4 Any price increase as referred to in clause 2.3.2 shall only be implemented and

become effective on the first anniversary of the commencement date of any

agreement concluded between the University and a Service Provider for the

provision of Services, save where otherwise agreed in writing between the

University and the Service Provider.

2.3.5 The pricing structure submitted must make provision for all cost components,

whether it is labour, equipment, materials, overheads, profit or any other matter.

2.3.6 Pricing must be stipulated inclusive of Value-added Tax (“VAT”).

2.3.7 It is an express requirement of this invitation to tender that the Service Providers

provide absolute transparency in respect to their pricing approach. In this

regard, Service Providers must indicate the basis on which they have calculated

their pricing by completing all aspects of the Pricing Schedule Eorm. There shall

be no hidden costs.

2.4 QUALIFICATIONS OF SERVICE PROVIDERS

Only reputable and recognised Service Providers who meet all the mandatory requirements

with sufficient proof of experience in the provision of professional services in the nature of

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the Services to large institutions will be considered. Service Providers must submit detailed

information detailing such experience in the relevant industry together with their tender.

2.5 PARTNERSHIPS AND LEGAL ENTITIES

In the case of the Service Provider being a partnership, close corporation or a company a

certificate reflecting the names, identity numbers and address of the partners, members

or directors (as the case may be) must be submitted with the tender.

2.6 CONSORTIUMS AND JOINT VENTURES

2.6.1 If the tendering group comprises a collaborative partnership or joint venture

(including a newly incorporated company established to act as a special purpose

vehicle), which does not have a joint track record of at least 3 (three) years in

the Services industry, the individual entities that make up the tendering group

shall each provide all the mandatory documents and comply with all applicable

requirements. Should all the requirements in respect of the tendering group

and/or the individual entities, as the case may be, not be met, the tendering

group will be disqualified.

2.6.2 It is recognized that Service Providers may wish to form consortia to provide the

Services.

2.6.3 A tender in response to this invitation to tender by a consortium shall in addition

to the other requirements set out elsewhere, comply with the following

requirements:

2.6.3.1 It shall be signed so as to be legally binding on all consortium

members;

2.6.3.2 One of the members shall be nominated by the others as authorised

to be the lead member and this authorisation shall be included in the

agreement entered into between the consortium members as well as

the agreement entered into with the University, in terms of which the

lead member shall, inter alia, communicate with the University and

receive instructions for and on behalf of any and all the members of

the consortium;

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2.6.3.3 The lead member shall be the only party authorised to take any legal

action and/or issue any legal or related notices, communicate with

the University and/or receive instructions for and on behalf of any

and all of the members of the consortium;

2.6.3.4 A copy of the agreement entered into by the consortium members

shall be submitted with the tender, which agreement shall be signed

so as to be legally binding on all the consortium members.

2.7 HOLDING COMPANY / GROUP

All documents submitted in support of this tender must be documents of the tendering

group. It is not permitted that documents submitted pertain to different companies or

units within a group. As an example, a Service Provider cannot submit its own Broad-

Based Black Economic Empowerment (“B-BBEE”) certificate but the financial statements

of its parent or another company in the same group. Similarly, a Service Provider cannot

submit its own financial statement, but the B-BBEE certificate, South African Revenue

Service (“SARS”) certificate or similar documents, certificates or authorisations of other

companies in the group.

2.8 DECLARATION OF INTEREST

The Service Provider shall complete and submit together with its tender, the Statement of

Commitment form contained in this tender document, wherein the Service Provider inter

alia declares that no official, employee or agent of the Service Provider’s organisation has

any direct or indirect interest in the University.

2.9 TAX CLEARANCE CERTIFICATE

The Service Provider must submit an original valid tax clearance certificate together with

the tender documentation.

2.10 FINANCIAL PARTICULARS

One set of the Service Provider’s recently audited financial statements or financial

statements signed by the relevant accounting officer (comprising the preceding two years’

financial statements, i.e. a minimum of two years’ comparative figures), are to be

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submitted. Holding company financial statements may be submitted but will not be

accepted as being sufficient on its own (refer to clause 2.7).

2.11 DETAILS OF THE PROSPECTIVE SERVICE PROVIDER’S OFFICE NEAREST TO THE

LOCATION OF THE CONTRACT

The Service Provider must provide full details regarding the Service Provider’s nearest

office to the premises at which the Services are to be provided.

2.12 VALIDITY OF TENDER

2.12.1 Tender documentation submitted by the Service Provider will be valid and open

for acceptance for a period of 90 (ninety) calendar days from the closing date

and time stipulated in the invitation to tender.

2.12.2 Should the Service Provider withdraw its submitted tender within the period for

which tenders are to remain open for acceptance, or fail to execute the

agreement with the University when called upon to do so, the University may, in

addition to any other remedies it may have, withdraw the tender or otherwise

terminate the tender process, or appoint an alternative service provider without

embarking afresh on a tender process.

2.13 ACCEPTANCE OF TENDERS

The University does not bind itself to accept either the lowest or any other tender and

reserves the right to accept the tender which it deems to represent the best overall value

and/or is in the best interest of the University. The University reserves the right to accept

the offer in full or in part or not at all.

2.14 NO RIGHTS OR CLAIMS

2.14.1 Receipt of the invitation to tender does not confer any right on any Service

Provider or other party in respect of the Services or in respect of or against either

the University. The University reserves the right, in its sole discretion, to

withdraw by notice to Service Providers any Services or combination of Services

from the tender process, to terminate any Service Provider’s participation in the

tender process or to accept or reject any response to this invitation to tender on

notice to the Service Providers without liability to any Service Provider or any

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other party. Accordingly, no Service Provider or any other party shall have any

rights, expressed or implied, with respect to any of the Services as a result of

their participation in the tender process.

2.14.2 The University or any of its respective representatives, will not assume any

obligations for any costs or expenses incurred by any Service Provider or any

other party in or associated with any appraisal and/or investigation relating to

this invitation to tender or the subsequent submission of a tender in response to

this invitation to tender in respect of the Services, or any other costs, expenses

or liabilities of whatsoever nature and howsoever incurred by Service Providers

or any other party in connection with or arising out of the tender process.

2.15 NON-DISCLOSURE, CONFIDENTIALITY AND SECURITY

2.15.1 The invitation to tender and its contents are made available on condition that

they are used in connection with the tender process set out in the invitation to

tender and for no other purpose. All information pertaining to this invitation to

tender and its contents shall be regarded as restricted and divulged on a “need

to know” basis with the approval of the University.

2.15.2 In the event that the Service Provider is appointed pursuant to this invitation to

tender such Service Provider may be subject to security clearance prior to

commencement of the Services.

2.15.3 The Service Provider undertakes to ensure that all data and information

(including but not limited to any technical, commercial, scientific information,

processes, designs, technical specifications, copyright and data in any form) in

connection with or arising from this tender shall be kept confidential and agree

not to disclose it to third parties and not to make use of such information other

than for the purpose of participating in the tender and to release such

information to its employees on a “need-to-know” basis only, provided that such

employees undertake to be bound by the confidentiality arising here from.

2.16 ACCURACY OF INFORMATION

2.16.1 The information contained in the invitation to tender has been prepared in good

faith. Neither the University nor any of their respective representatives, make

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any representation or warranty or give any undertaking express or implied, or

accept any responsibility or liability whatsoever, as to the contents, accuracy or

completeness of the information contained in the invitation to tender, or any

other written or oral information made available in connection with the tender

and nothing contained therein is, or shall be relied upon as a promise or

representation, whether as to the past or the future.

2.16.2 This invitation to tender may not contain all the information that may be required

to evaluate a possible submission in response to this invitation to tender. The

Service Provider should conduct its own independent analysis of the operations

to the extent required to enable it to respond to this tender. It is the Service

Provider’s responsibility to ensure that any submission in response to the

invitation to tender has been comprehensively analysed.

2.17 COMPETITION

2.17.1 Service Providers and their respective officers, employees and agents are

prohibited from engaging in any collusive action with respect to the tender

process which serves to limit competition amongst Service Providers.

2.17.2 In general, the attention of Service Providers is drawn to section 5(1) (iii) of the

Competition Act, Act No 89 of 1998 that prohibits collusive tendering.

2.17.3 If Service Providers have reason to believe that competition issues may arise

from any submission of a response by them to this tender invitation, they are

encouraged to discuss their position with the relevant competition authorities

before submitting a tender.

2.17.4 Any correspondence or process of any kind between Service Providers and the

competition authorities must be documented in the responses to this invitation

to tender, to the extent that same is not legally privileged.

2.18 RESERVATION OF RIGHTS

Without limitation to any other rights of either the University (whether otherwise reserved

in this invitation to tender or under law), the University expressly reserve the right to:

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2.18.1 Request clarification on any aspect of a response to this invitation to tender

received from the Service Providers, such requests and the responses to be in

writing;

2.18.2 Reject all responses submitted by Service Providers and to embark on a new

tender process.

2.19 GENERAL

2.19.1 This document contains relevant information in respect of the technical and

operational specification for Services to be performed on specified premises of

the University.

2.19.2 The Services specification relates only to the areas specifically referred to.

Service Providers should study the information provided in detail before

responding. The conditions set out in this specification will be used as a basis for

monitoring the Services. The responsible person at the premises concerned will

frequently communicate and negotiate with the Service Provider in order to

ensure an acceptable standard of service is provided.

2.20 POLICY OBJECTIVE

2.20.1 It is the policy objective of the University to ensure that its buildings have a neat

appearance and to provide for a pleasant working environment as well as to

meet its business objectives. In addition, the Services are to be provided in a

cost-effective and generally in an efficient manner, while being integrated with

the daily activities occurring on and around the University’s premises.

2.20.2 The Service Provider must have a sound track record in the services industry

with substantial experience and various examples of positive feedback from

existing and past University’s or other companies.

2.20.3 Knowledge and experience of green building initiatives and recycling plans, and

compliance with all the applicable legislation and other regulations of the

Republic of South Africa, is essential.

2.20.4 Preference will be given to Service Providers who will enhance the provision of

the Services by advising on and introducing new trends in the industry whilst

taking cognizance of the relevant legislation and other applicable regulations.

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2.21 TYPE OF CONTRACT

2.21.1 The University requires for a full-risk contract to be concluded, i.e. the Service

Provider is committed to the price quoted for the full contract period of 12

(twelve) months, subject to price increases as may be agreed to by the

University and the Service Provider. All price adjustments/increases will only be

considered if written proof and/or motivation is submitted to the appropriate

official of the University. All other costs increases will be subject to negotiation

and agreement but shall never exceed actual inflation (CPI).

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The University may request additional information, clarification or verification in respect

of any information contained in or omitted from a Service Provider’s tender. This

information will be requested and submitted in writing by the Service Provider in question.

The University may conduct a due diligence on any Service Provider, which may include

interviewing customers acting as references, performing credit checks with credit bureaus,

or any other investigations it may in its sole discretion deem necessary, to verify

information pertaining to a Service Provider (including visiting the Service Provider’s

premises to verify certain information provided by the Service Provider), and in this

instances the Service Providers will be obliged to provide the University with all necessary

access, assistance and/or information which the University may reasonably request and

to respond within the time frames set by the University.

The University may request presentations from short-listed Service Providers.

The University may enforce whatever measures it considers reasonably necessary to

ensure the confidentiality and integrity of the contents of the tender.

The University will evaluate the tenders with reference to the applicable criteria determined

by the University, as well as the policies and regulations of the University. The University

reserve the right to appoint a specialist/consultant to assist in performing such

evaluations.

1.1. PRE-QUALIFICATION / MANDATORY REQUIREMENTS

1.1.1 The University has defined minimum pre-qualification / mandatory criteria listed

in the table below that must be met by the Service Provider in order for the

University to accept a tender for evaluation.

1.1.2 The pre-qualification evaluation will be carried out by the appointed tender

evaluation and adjudication committee consisting of representatives of the

University, to determine which tender submissions comply with the tender

specification and conditions determined by the University as part of the tender

process.

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1.1.3 Where there is a failure to comply with the pre-qualification criteria or the

University is for any reason unable to verify whether the pre-qualification criteria

are fully complied with, the University may disqualify the tender.

1.1.4 Service Providers not meeting mandatory requirements may be disqualified.

1.1.5 MANDATORY REQUIREMENTS

Attendance of Compulsory Information Session

Completed Service Provider Application Form and Other Tender

Documents as provided herein, Signed by Duly Authorised

Representatives

Resolution (Authority to Sign)

Current and Valid Original South African Revenue Service (“SARS”)

Clearance Certificate

Company/Close Corporation Registration Certificate

ID Document (if a Sole Proprietorship)

Income Tax Registration Form

VAT Registration Certificate

Certificate of Good Standing: Income Tax

Certificate of Good Standing: VAT

Certificate of Good Standing: Skills Levy

Unemployment Insurance Fund (“UIF”) Registration Certificate

Registration by Service Provider with Compensation Commissioner

under the Compensation for Occupational Injuries and Diseases Act

130 of 1993 – Relevant Certificate and/or Registration Number

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Copy of Skills Development Plan Submitted and Inspected by the

Department of Labour / Exemption Note issued by the Department

of Labour or Relevant Regulatory Body

Copy of Employment Equity Plan Submitted and Inspected by the

Department of Labour / Exemption Note issued by the Department

of Labour or Relevant Regulatory Body

Valid B-BBEE Certificate from a South African National Accreditation

System (“SANAS”) Accredited Verification Agency (Including

Assessment Report) or Proof of Exemption

Certificate of Good Standing from the Compensation Commissioner

(WCA)

Proof of Bank Account

One set of the Service Provider’s recently audited financial statements

or financial statements signed by the relevant accounting officer

(comprising the preceding two years’ financial statements, i.e. a

minimum of two years’ comparative figures), are to be submitted.

Holding company financial statements may be submitted but will not

be accepted as being sufficient on its own.

Contactable customer list (minimum of three current customers) of

contracts of a similar size. The contracts must be current and for a

minimum period of 3 (three) years (other than with the University).

These references should include the name of the entity, nature of

contract, contact person and a contact number.

Completion of the Pricing Schedule. Prices must be quoted in ZAR

(including VAT) and will be valid for 90 (ninety) calendar days.

Joint Ventures will be allowed subject to the following condition:

Each member of the joint venture company must submit their joint

venture agreements and documents.

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1.1.6 All documents submitted in support of this tender must be documents of the

tendering group. It is not permitted for submitted documents to pertain to

different companies or units within a group. As an example, a Service Provider

cannot submit its own B-BBEE certificate but the financial statements of its

parent or another company in the same group. Similarly, a Service Provider

cannot submit its own financial statement, but the B-BBEE certificate, SARS

certificate, or similar documents, certificates or authorisations of other

companies in the group.

1.2. EVALUATION CRITERIA

1.2.1 The University evaluation criteria provide for the awarding of points for a Service

Provider’s tender based on the extent to which the Service Provider’s proposal

regarding the Services meet the University’s requirements, including but not

limited to whether it is financially competitive when compared to other tenders

submitted.

1.2.2 The University has approved a two stage process. Service Providers qualifying

from Stage 1 will proceed to be evaluated according to the criteria determined

for Stage 2.

1.2.3 STAGE 1

In Stage 1 Service Providers will be assessed in terms of experience in a similar

environment, financial stability, operational capacity, and quality management

standards. Only Service Providers scoring 70% (seventy percent) or more will

be considered for Stage 2.

NO

CRITERIA

DOCUMENTS REQUIRED

POINTS

1. Financial stability One set of the Service Provider’s

recently audited financial statements or

financial statements signed by the

relevant accounting officer who shall be

a chartered accountant (comprising the

preceding two years’ financial

statements, i.e. a minimum of two

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years’ comparative figures). Holding

company financial statements may be

submitted but will not be accepted as

being sufficient on its own.

2 Capacity and

experience

2.1 Verification of the

references submitted

Contactable customer list (minimum of

3 (three) references but not exceeding

10 (ten) of contracts of a similar size.

The contract period must be for a

minimum period of 3 (three) years and

the contracts must be current (other

than with the University). These

references should include the name of

the entity, nature of contract, contact

person (contract manager) and a

contact number.

All references provided should not be

older than 5 (five) years.

2.2 Experience of

management in the

industry

Submission of curriculum vitae of the

contract manager assigned to this

contract. The relevant manager must

have at least 5 (five) years’ experience

in the particular industry and for a

similar-sized contract.

2.3 30 (thirty)-day

implementation plan

Service Providers must submit a plan

detailing the following:

Detailed timeline for implementation

Procurement of resources

(equipment and staff)

Procedures to be followed in the

preparation for the commencement

of the contract

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2.4 Quality management

system

Service Providers must submit a generic

yet comprehensive quality management

plan detailing the following:

Standard operating procedures

Monitoring and control

Key performance indicators

(“KPI”)’s of the management of the

contract (response time, specified

duties), etc.

Management of non-conformance

Management reports

Contingency plan in the event of any

industrial action by Service Provider

staff members and absenteeism

1.2.4 STAGE 2

Only Service Providers who scored 70% (seventy percent) or more in Stage 1

will be considered for Stage 2. Stage 2 will focus on price and broad-based black

economic empowerment (“B-BBEE”) credentials.

NO

CRITERIA

DOCUMENTS REQUIRED

1. Price

Points for price will be allocated in

accordance with the relevant formula

Price schedule to be completed and

submitted with the tender

2 B-BBEE

Points on B-BBEE will be allocated in

accordance with the Service Provider’s

B-BBEE status

Valid B-BBEE Certificate from a

SANAS accredited verification agency

(including assessment report) or

proof of exemption

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1.3. ADDITIONAL REQUIREMENTS

The successful Service Provider shall also be required to submit:

1.3.1 Proof of public liability cover; and

1.3.2 A staff training plan;

Within 14 (fourteen) calendar days of the tender being awarded, failing which the

University shall be entitled, but not compelled, to terminate negotiations and/or any

agreement concluded with the Service Provider.

1.4. OTHER INFORMATION

1.4.1 Prospective Service Providers may tender for all premises to be serviced in accordance

with the tender (should the Services be required on more than 1 (one) premises).

Information given during the information session is meant to assist Service Providers in

order to submit an informed and meaningful proposal.

1.4.2 The tender award will be conditional and subject to successful negotiations and

signing of a written contract, failing which the University reserves the right to

terminate negotiations with the successful Service Provider and to award the

tender to another Service Provider without the need to repeat the tender process.

The successful Service Provider will be informed in writing of the awarding of the

tender to that Service Provider, and will sign a formal agreement based on the

content of this tender, with the University. A legally binding agreement between

the University and the Service Provider shall only come into being once the

University and the Service Provider have signed such formal agreement, which

will incorporate any further terms and conditions the University may see fit to

apply.

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1. COMPLETE ATTACHED EXCEL FILE NAMED SCHEDULE 3, TECHNICAL

SPECIFICATIONS

2. DEFINITIONS AND INTERPRETATION

1.1. Any reference to “Specification” shall be reference to this Services technical specification

including Annexure A to the Service Agreement.

1.2. Where any capitalized term is used in this Specification without being defined below, such

term shall bear its standard dictionary meaning.

3. SCOPE OF SERVICES AND RESPONSIBILITIES

3.1 INTRODUCTION

The University is desirous of appointing a Service Provider to provide Services at the

University’s Premises.

3.2 GENERAL SCOPE OF WORK

3.2.1 It is proposed that the provision of the Services be undertaken as a separate

service at the various Premises as specified. However, Service Providers must

quote for all Premises and may be considered to run as a single management

unit for all the Premises.

3.2.2 This Specification sets out the Premises to be serviced for purposes as well as

the minimum requirements in respect of the Services. Minimum standards will

be considered to be at least the highest standard set for the services industry.

3.2.3 The Service Provider will provide continuous Services to all Premises of the

University in accordance with the requirements and specifications of this tender

document.

3.2.4 It is recommended that Service Providers fully familiarize themselves with the

requirements and peculiarities of the Services, in order to submit a tender that

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is meaningful and informed and will in all respects satisfy the needs of the

University.

3.2.5 No additions to the tender will be allowed, after the tender is submitted, for any

costs not foreseen by the Service Provider during the tender stage.

3.2.6 The Service Provider shall ensure that the execution of the Services by its

officials do not in any way adversely affect the standard operations and activities

of the University.

3.2.7 The Service Provider shall, insofar as is practicable, endeavour to ensure

continuity in the performance of the Services by dedicating the same or

substantially the same staff members to perform the Services throughout the

currency of this Agreement, which may include assigning the same officials to

the same locations on the University’s premises, if required by the University.

3.2.8 The Service Provider shall ensure that safe working practices are followed by its

officials when performing the Services and/or when on the premises of the

University.

3.3 GENERAL RESPONSIBILITIES OF SERVICE PROVIDER

3.3.1 The Service Provider shall provide the University with professional Services in

conformance with this Specification, at the Premises of the University.

3.3.2 Assign a single support number to the University for all support calls within

business hours;

3.3.3 Respond to all service calls within:

3.3.3.1 8 business hours for onsite response;

3.3.3.2 4 hours for electronic access

3.3.4 Maintain a 99% average service uptime to ensure that students receive a quality

service;

3.3.4.1 Provide monthly reports with all service tickets, response time and

repair time;

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3.3.4.2 Resolve all service tickets that are within the Tenderer’s control

within two business days;

3.3.5 Service machines in line with Preventative Maintenance cycles and report on

service intervals monthly;

3.3.6 Abide by the individual working hours of facilities where your service is rendered

(see Figure 1 - Staff Capacities for more information);

3.3.7 Provide training to students on all hardware and software free of charge to

enable students to use the system effectively;

3.3.8 Unless otherwise arranged, fill all machines with paper daily;

3.3.9 Supply a utilities management system that will enable the site team to monitor

machine statuses and respond to any technical or logistical requirement faster;

3.3.10 Log service calls relating to the University-provider print accounting system

within two hours. Service calls should be logged with the University’s IT

helpdesk;

3.3.11 Communicate all factors out of the Tenderer’s control within 4 hours;

3.3.12 Take instructions from the University;

3.3.13 Comply with all University policies and procedures;

3.3.14 The Service Provider shall provide the required number of appropriately trained,

experienced and competent Staff in order to execute the Services, in accordance

with the provisions and requirements set out in this Specification;

3.3.15 The Service Provider shall implement and maintain efficient monitoring systems

with respect to its Staff and the Services in general, in order to ensure high

Service Standards, and the University shall be entitled, in its sole discretion, to

audit such monitoring systems from time to time;

3.3.16 The Service Provider shall advise the University on a continuous basis of any

technological or other developments in the services industry (including, without

limitation, any advances in current equipment or new equipment introduced to

the market, as well as any new or improved operating systems and software)

and shall make recommendations to the University in this regard, which the

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University in its sole discretion may decide to implement or act upon,

alternatively to decline such advice;

3.3.17 The Service Provider shall not at any time use less than the Staff contingent (i.e.

the number of Staff members) than was set out in tender submission document

unless agreed with the University in writing;

3.3.18 The Staff members employed or otherwise engaged by the Service Provider to

perform the Services shall be qualified to occupy the position they hold, be of

sound character, and shall act in a civil and obliging manner at all times. The

University will hold the right to perform background checks on any or all staff

members employed by the Service Provider;

3.3.19 The Service Provider shall ensure fair labour practices in compliance with all

applicable labour legislation as well as the common law;

3.4 WORKING HOURS

Normal work hours for the Tenderer’s support team will be from Monday to Friday from

8:00am to 5:00pm, weekdays.

A detailed table on the individual requested operating hours by various facilities within this

contract is listed in Figure 1 - Staff Capacities

3.5 MONITORING OF STANDARDS

2.5.1 Monitoring procedures

The Service Provider will be responsible for establishing and conducting quality

monitoring systems and procedures as agreed with the University to ensure that

services continue to be provided in accordance with the requirements of this

specification.

To this end, the University requires that the operations are regularly monitored

against the specifications, legislation and accepted industry standards of good

practice. The primary areas to be monitored (not in order of preference) shall

be:

Operating procedures;

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Quality of general service levels;

Safety standards.

Monitoring systems and procedures operated by the Service Provider shall

include, but not be limited, to the following:

Customer satisfaction questionnaires: Target groups will be identified by

the University and communicated to the Service Provider;

Regular inspections by the Service Provider’s management in conjunction

with the Contract Manager shall be carried out on daily, weekly, and any

other bases as appropriate in accordance with good management practice;

Notwithstanding the above, the University reserves the right to substitute any

other method of monitoring either in whole or in part.

2.5.2 Rights of Inspection

The University reserves the right for it or its appointed agents to undertake an

inspection of the operations without prior notice. Such an inspection shall neither

mitigate in any respect the responsibilities of the Service Provider under the

contract nor substitute for any expert witness for which the Service Provider is

responsible.

2.5.3 Enforcement of Standards

Notwithstanding any actions already instituted by the Service Provider, in the

event of a failure to meet the specification the following will apply:

Firstly, the University’s designated Contract Manager will inform the

Service Provider in writing that there has been a failure to meet

specifications. The Service Provider will be obliged to take forthwith such

remedial action as is required by the University.

In the event of the services provided continuing to be unsatisfactory, the

University’s designated Contract Manager shall inform the Service Provider

in writing of this non-compliance with requirements, and give him a period

of 7 (SEVEN) days in which to rectify the situation.

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Should the required service not be provided in the stipulated time, the

University reserves the right to terminate this Agreement with one month’s

written notice, without prejudicing the University’s rights to recoup the cost

of alternative service provision from the Service Provider.

The University may, with a clearly communicated complaint, withhold

within its discretion payment in respect of a particular service until the

situation is adequately rectified.

In the event of any dispute where a mutual agreement cannot be reached,

both parties agree to arbitration as provided for in this Agreement.

4. RISK AND RESPONSIBILITY

The Service Provider accepts full responsibility for its staff’s actions and will ensure

that such actions at no time place the staff or property of the University in danger.

Should the Service Provider’s workers participate in strikes, marches, riots or any other

actions which fall outside their duties, it is the Service Provider’s responsibility to

control its personnel, restore order or, if necessary, to remove them from the

University’s premises.

The Service Provider must discourage its workers from participating in any actions,

such as those mentioned above, whether these are initiated by staff or students of the

institution concerned, or by any other third party.

In the case of any strike, stay-away or action where no, or only partial service is

rendered, and where the Service Provider is not responsible for remuneration (no work,

no pay) of such personnel, the Contract price for the period concerned shall be adjusted

accordingly.

In the event of actions such as those mentioned above, it is the responsibility of the

Service Provider to calculate revised invoices and present them for payment at the end

of the month in which only partial service was rendered.

Where access keys to areas of the site are required and keys are given to the Service

Provider, the necessary care and responsibility for their safekeeping must be observed.

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The Service Provider must ensure that keys are not misused or used to allow access

by unauthorized persons.

Where the Service Provider’s employees make use of the University’s equipment,

material or installations, the Service Provider must ensure that its workers are fully

trained to do so with safety.

5. CHANGE OF SPECIFICATIONS AND/OR CONDITIONS

The University reserves the right, in consultation with the Service Provider, to amend or

add to these specifications and/or conditions as and when necessary depending on

changing conditions and requirements.

Changes to the conditions will not be binding unless mutually agreed upon, recorded in

writing and duly signed by both parties. In the event of any dispute where a mutual

agreement cannot be reached, both parties agree to arbitration as provided for in this

Agreement.

6. SERVICE PERSONNEL

5.5 Identification

The University will issue all of the Service Provider’s staff with personal identification tags

at the Service Provider’s cost. It will be the responsibility of the Service Provider to ensure

that all personnel on site display their identity tags at all times in such a way as to be fully

visible. Subject to satisfying the foregoing, staff failing to display their identification tags

may be removed from the Campus.

5.6 Medical fitness

The University reserves the right to require that all Service Provider personnel be certified

fit for duty. If and/or when such certification is required it shall be carried out by a medical

practitioner, appointed by the University.

5.7 Training

The University recognizes the need for training, both induction and during the course of

employment, and expects to derive both benefit and value-for-money from all training

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undertaken by employees of the Service Provider engaged in relation to this contract. The

Service Provider shall ensure that the absence from operational duty of staff attending a

training course does not affect the satisfactory provision of the specified services.

5.8 Relief staff

The Service Provider shall provide relief-staff and may do so by transferring temporarily

staff from another site to replace staff on training, leave or sick leave provided that the

University’s Contract Manager is given reasonable notice of this. The Service Provider will

bear all costs related to the provision of relief staff.

7. DESCRIPTION OF DUTIES

The duties described below provide an indication of the University’s expectation, rather

than a comprehensive listing. However the descriptions noted should serve as a guideline

on the minimum requirement.

Supervisor/Manager

Provide continuous supervision over staff and carry out inspections to ensure that a

proper Service is provided.

Liaise with University personnel on a regular basis, specifically the Contract Manager.

Ensure that the required numbers of employees are on duty.

8. COMPLAINTS REGISTER

A complaint register, if applicable, in which complaints in respect of the Service have been

recorded, must be made available at an agreed point or points. The supervisor must check

the entries in the book(s) on a daily basis to ascertain what complaints have been made

and to ensure that these receive attention within 24 hours at the most.

9. EMERGENCY/AFTER HOURS SERVICES

When Services are required after hours and/or in cases of emergency the University

reserves the right to make use of other service providers if such a step would appear to

be in the interest of the University.

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10. CODE OF CONDUCT

10.1.1 The Service Provider and his employees agree not to give any gifts, gift vouchers

or any advantages to University employees either directly or indirectly unless

market related prices are paid for same. This includes “kick-backs” and “spotter

fees”. The Service Provider further agrees not to grant any loans, money or

otherwise, to University employees, and vice versa. Contravention of this clause

may result in the immediate cancellation of the contract.

10.1.2 The Service Provider is not allowed to hold any social functions on University

premises unless permission for same is obtained in advance from the Director:

Facilities Management.

10.1.3 Social interaction between the Service Provider and University employees during

working hours is prohibited.

10.1.4 The University will report any employee of the Service Provider committing or

attempting to commit any unlawful or illegal practice or attempt thereof to the

Managing Director of the Service Provider.

10.1.5 No labour union meetings, either in house or with union officials, on University

premises will be permitted.

11. DISCIPLINE

11.1 The Service Provider must manage overall discipline of its Staff in accordance with the

disciplinary code and procedure of the Service Provider as well as the applicable labour

laws, including, without limitation, the Labour Relations Act 66 of 1995, Schedule 8 – Code

of Good Practice: Dismissal, and the following must be adhered to at all times:

11.2 Any Staff under the influence of alcohol, or any narcotic or illegal or dependency-

inducing substance, may not under any circumstances be deployed on the Premises;

11.3 In the event of a disciplinary hearing where an official, employee, student or agent of the

University is required to testify, adequate prior written notice shall be given to the

University and the relevant official, employee, student or agent and any disciplinary

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hearing shall only be conducted a time when the relevant official, employee, student or

official is readily available.

11.4 Any Staff member who refuses or otherwise fails to obey a lawful and reasonable

instruction from any authorised official, employee or agent of the University, shall be

withdrawn from duty on the University’s Premises.

11. Premises rental, Electricity and Network costs.

11.1 The successful Service Provider shall be liable for all charges whatsoever relating to the

rental of premises, the use of telephones and electricity used in connection with this service.

Details of these monthly costs (subject to proportionate annual increases) are

indicated below.

11.1.1 Rental: Payment in “natura” free copies, or the cash equivalent, to the

University of 30 000 (thirty-thousand) single-sided Black and White A-4

copies per month, that is equivalent to the actual single-sided A-4 copy

value (VAT excluded) submitted by the Service Provider.

11.1.2 System and Network maintenance: A fixed monthly cash amount to

the value of R2, 650.00 (Two thousand, one hundred and sixty

Rand) VAT included.

11.1.3 Electricity: The University will charge the Service Provider for Electricity

usage at the Student Copy Centre as per an electricity meter. The Service

Provider should note that the average electricity charge amounts to R 6

000 (six-thousand) per month.

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SECTION 4 – COMPANY INFORMATION AND CAPACITIES

1. COMPLETE ATTACHED EXCEL FILE NAMED SCHEDULE 4, COMPANY INFORMATION

AND CAPACITIES

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Section 5

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Section 5

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SECTION 5: TENDER FORMS AND RELATED DOCUMENTATION

INDEX

Schedule A – Tender Form, Important Conditions and Miscellaneous Requirements




Schedule E – Technical Specifications Completion guide




Section 5

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SCHEDULE A: TENDER FORM, IMPORTANT CONDITIONS & MISCELLANEOUS

REQUIREMENTS

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1. We (the “Service Provider”) hereby tender to render all or any of the Services described

in the tender documents to the University on the terms and conditions and in accordance

with the specifications stipulated in the invitation to tender and attendant documentation

(and which shall be taken as part of, and incorporated into, this tender), at the prices and

in conformance with the provisions pertaining to time and timelines for execution as set

out in the invitation to tender and attendant tender documentation.

2. The Service Provider agrees that:

2.1 The offer herein shall remain binding upon the Service Provider and open for acceptance

by the University for a period of 90 (ninety) calendar days from the closing date for

submission of tenders as stipulated in the invitation to tender;

2.2 This tender and its acceptance shall be subject to the terms and conditions contained in

the Supplier Application Form with which the Service Provider is fully acquainted;

2.3 If the Service Provider withdraws its tender within the period for which the Service Provider

has agreed that the tender should remain open for acceptance, or fail to fulfil the service

agreement when called upon to do so, the University may, without prejudice to its other

rights, agree to the withdrawal of the Service Provider’s tender or cancel any service

agreement that may have been entered into between the Service Provider and the

University, and the Service Provider will then pay to the University any additional expense

incurred by the University in the event of the University having to either accept any other

and/or less favourable tender, or incurred in the process of having to invite new tenders.

The University shall also have the right to recover such additional expenditure by set-off

against moneys which may be due or become due to the Service Provider under this or

any other tender or agreement, or against any guarantee or deposit that have been

furnished by the Service Provider or on the Service Provider’s behalf for the due fulfilment

of this or any other tender or agreement, and, pending the ascertainment of the amount

of such additional expenditure, to retain such moneys, guarantee or deposit as security

for any loss the University may sustain by reason of the Service Provider’s default as

described hereinbefore;

2.4 If the Service Provider’s tender is accepted the acceptance may be communicated to it by

letter or by ordinary or registered post, and that SA Post Office Ltd shall be regarded as

the Service Provider’s agent for purposes thereof. Delivery or such acceptance to SA Post

Office Ltd shall be treated as delivery to the Service Provider;

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2.5 The Service Provider chooses it domicilium citandi et executandi in the Republic for

purposes of this tender at

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---------------------------------------------------------------------------------------------------

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(please insert physical address).

3. The Service Provider furthermore confirm that it has satisfied itself as to the correctness

and validity of its tender, that the price(s) and rate(s) quoted cover all the

Services/items(s) in these documents, and that the price(s) and rate(s) cover all the

Service Provider’s obligations under a resulting agreement. The Service Provider accepts

that any mistakes regarding price(s) and calculations will be at the Service Provider’s risk.

4. The Service Provider hereby accepts full responsibility for the proper execution and

fulfilment of all obligations and conditions bestowed on the Service Provider under any

agreement entered into with the University, as the principal(s) liable for the due fulfilment

of such agreement.

5. The Service Provider agrees that, in the event of the University initiating any claim or

action arising from an agreement concluded between the University and the Service

Provider or any act or omission of the Service Provider or any of its officials, employees,

agents or sub- contractors, the Service Provider shall satisfy fully any judgment or award

which may be pronounced against the Service Provider as a result of such claim or action.

6. The Service Provider declares that it is participating in or otherwise involved with / is not

participating in or otherwise involved with (please delete whichever is not applicable) the

submission of any other offer by any other tenderer for the Services described in the

invitation to tender and attendant documents. (If answered in the affirmative, please state

name(s) or tender(s) involved).

---------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------

Section 5

Initial here

7. Has the Statement of Commitment form (Section 5, Schedule F) been duly completed and

included with the other tender forms? *YES / NO

* Please delete whichever is not applicable

NAME OF AUTHORISED OFFICIAL

SIGNATURE OF AUTHORISED OFFICIAL

DATE

Please complete the following in block letters

Capacity and particulars of the authority under which this tender form is signed

Name of Service Provider

Postal address

Telephone number(s) (toll free if applicable)

Facsimile number(s)

Email address(s)

Tender number

Name of contact person

IMPORTANT CONDITIONS

1. Failure on the part of the Service Provider to sign this tender form and thus to acknowledge

and accept the conditions in writing, and/or to complete the attached forms, questionnaires

and specifications in all respects, may invalidate the tender.

Section 5

Initial here

2. Tenders should be submitted on the official forms and should not be varied or qualified by

the Service Provider’s own conditions of tender. Failure to comply with these requirements

or to renounce or waive specifically the Service Provider’s own conditions of tender when

called upon to do so, may invalidate the tender.

3. If any of the conditions on this tender form are in conflict with any special conditions,

stipulations or provisions incorporated in the Technical Specification or any agreement

concluded between the University and the Service Provider, such special conditions,

stipulations or provisions shall apply.

4. This tender is subject to the University’s procurement policy, where applicable.

MISCELLANEOUS REQUIREMENTS

1. These tender forms are drawn up for purposes of providing certain essential information,

but additional particulars shall be furnished in separate schedules.

2. The tender forms should not be retyped or redrafted. Additional information may be

provided in the tender submitted by the Service Provider through affixing the appropriate

documentation.

3. Should tender forms not be filled in by means of mechanical devices, for example

electronically by way of a computer, black ink must be used to fill in such forms.

4. Service Providers shall check the numbers of the pages and satisfy themselves that none

are missing or duplicated from the tender documents ultimately submitted. No

responsibility shall be accepted or concession made with regard to claims or requests

arising from the fact that pages are missing or duplicated. Each page must be initialled.

5. All forms provided as part of the tender documentation shall be completed and submitted

with the tender.

6. Where items are specified in detail, the specifications form an integral part of the tender

document and Service Providers shall indicate in the space provided whether the items

offered are to specification or not.

Section 5

Initial here

7. In respect of the clause where the items offered are strictly to specification, Service

Providers shall insert the words “as specified”.

8. In cases where the items are not to specification, the deviations from the specifications

shall be specifically indicated in such a manner as to bring it to the attention of the

University.

9. The tender prices shall be provided in units, if applicable.

10. All prices shall be quoted in the South African currency.

11. Unless specifically provided for in the invitation to tender and attendant documents, no

tenders transmitted by email, telegram, telex, facsimile or similar device shall be

considered.

12. These conditions form part of the tender and failure to comply therewith may invalidate a

tender.

13. Service Providers are requested to promote local services and products optimally, inter

alia by procuring same for purposes of rendering the Services.

Section 5

Initial here

SCHEDULE B: LIST OF CONTACTABLE REFERENCES

1. The Service Provider shall provide a contactable customer list (minimum of 3 (three)

references, but may not exceed 10 (ten)) of contracts of a similar size.

2. The contract period must be for a minimum period of 3 (three) years and at least 2 (two)

contracts with customers included as references must be current (other than with the

University). These references should include the name of the customer, nature of the

contract, contact person and a contact number.

3. All references provided should not be older than 5 (five) years

NAME OF

COMPANY

CONTACT

PERSON

TELEPHONE

NUMBER

CONTRACT

VALUE

NUMBER

OF STAFF

MEMBERS

DURATION

OF

CONTRACT

Section 5

Initial here

SCHEDULE C: DETAILS OF SERVICE PROVIDER’S NEAREST OFFICE

Service Providers must complete the table below supplying details of their offices located

nearest to the University’s premises.

DETAIL/DESCRIPTION

OF RELEVANT

PREMISES

Physical address of

Service Provider’s

nearest office

Telephone number of

nearest office

Time period for which

such office has been

used by Service Provider

Fax number of nearest

office

Email address of contact

person

NAME OF PERSON SIGNING ON BEHALF OF SERVICE PROVIDER (IN CAPITALS)

SIGNATURE OF PERSON SIGNING ON BEHALF OF SERVICE PROVIDER

DATE

Section 5

Initial here

SCHEDULE D: ACKNOWLEDGEMENT OF TENDER

(insert company name of relevant Service

Provider), having examined the invitation to tender document and all other information available

prior to the closing date for submission of a completed tender, hereby offer to execute the whole

of the requisite services in conformity with the applicable tender documents.

Name of Service Provider: ____________________________________

Address: ____________________________________

____________________________________

____________________________________

____________________________________

____________________________________

Contact Person: ____________________________________

Telephone Number: ____________________________________

Fax Number: ____________________________________

Email Address: ____________________________________

Section 5

Initial here

ANNEXURE A

TECHNICAL SPECIFICATION

1. SCOPE OF WORK

1.1 The Service specified in this tender encompasses the provision of a continuous

photocopying, printing and scanning service to students and personnel of the University in

specified buildings on the University’s campuses.

2. EXTENSION OF SERVICE

Additional services will be negotiated with the successful Service Provider if and when

necessary. It is envisaged that such services may be required from time to time for:

Special circumstances and emergencies

Ad hoc requirements

3. CLIENT LIAISON

Frequent liaison through formal and informal communication structures is considered to

be essential for maintaining the required customer focus. It is envisaged that adequate

communication should at least take place between the Service Provider and the following

stakeholder groups at the University:

Contract management function

University Operational Managers

Other stakeholders

The Service Provider will be expected to be pro-active in approaching these immediate

stakeholders in collaboration with the Contract Manager and the University’s Operational

Manager, in order to establish communication structures from the outset of the contract

period.

Since the student and staff population is present on the campus 24 (twenty four) hours

per day, the need for communication may extend beyond the normal working hours of the

Service Provider’s on-site management or regional management. As a result, it will be

expected that all the parties (the Service Provider, the University management and the

representatives of particular stakeholders/facilities) will furnish the other parties with a

schedule of contact numbers for use in the case of an emergency or incident.

Section 5

Initial here

3.1 Formal Liaison

There should occur, at intervals no less than monthly (rather weekly for the first phase

the contract), formal liaison meetings between the following representatives:

The University Operational Manager

The Service Provider’s Supervisor

The University’s Contract Management

Other stakeholders as required

Meetings are to be chaired by the University’s Operational Manager and secretarial services

are to be provided by the University.

3.2 Informal Liaison

3.2.1 In addition there may be a need for daily informal contact between the Service

Provider and the University’s Operational Manager. The Service Provider needs to

take note of these informal communication needs and build them into the liaison

planning.

3.2.2 It is however important to note that none of the Service Provider’s personnel

(management, supervisors and workers) must execute any orders from anybody

other than from the University’s Operational Manager. If any such orders are

directed to the Service Provider’s personnel they must, in a spirit of good

collaboration, hear what the person/s needs are and discuss it with the Operational

Manager before execution of any tasks takes place.

4. SPECIFICATIONS

4.1 Compete Section 3, the Technical Speicifications sheet. Note that Schedule E contains a

Technical Specification completion guide;

4.2 Complete Section 4, additional tender capacities;

4.3 Supply both a soft copy on flash disk or CD in the original excel format of Sections 3 and

4, as well as a printed and signed Copy in your final submission;

5. INSURANCE COVER

Amount of public liability insurance: R 10’000’000

(Please attach a copy of the renewal notice of the insurance policy to your tender)

6. MANAGEMENT AND PERSONNEL

Section 5

Initial here

6.1 Provide an outline of your proposed management structures for this assignment, indicating

clearly the interfaces with the University Representatives.

…………………………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………………..

6.2 Provide an outline of your training and development programmes for staff, indicating:

- Programmes and courses (internal & external)

- Person days of training planned per annum for all staff categories (i.e. supervisors,

operators and workers)

……………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………..

PS: Please sign all the pages of this tender document.

Section 5

Initial here

SCHEDULE F: STATEMENT OF COMMITMENT

I, the undersigned...…………………………………………………………………………………. (name of

authorised official),

in my capacity as ……………………………………………………………….. of

……………………………………………………………….. (name of Service Provider) (hereafter the

“Service Provider”) –

1.1 declare that the Service Provider has studied the contents of the invitation to

tender and attendant tender documentation and that the Service Provider is

prepared to execute the Services according to the relevant specifications and to

the satisfaction of the University concerned (hereafter the “University”);

1.2 have the authorisation to sign tender documents on behalf of the Service Provider

(kindly attach a director’s resolution or proxy, authorising the signatory hereto to

sign the tender documents on behalf of the Service Provider);

1.3 declare that the Service Provider has the financial ability to meet its obligations in

respect of the service agreement concluded with the University and that it is in a

sound position to meet its overall financial commitments;

1.4 wish to state that the information submitted is true and correct in all respects;

1.5 certify that, to the best of the Service Provider’s knowledge –

no official, employee, agent or representative of the Service Provider has

any direct or indirect vested interest in the University

wish to declare that the following officials/members of our

organisation/entity have a direct/indirect interest in or with the University .

If any officials or members of the organisation/entity have any direct/indirect interest in or

with the University please provide the name of the relevant official or member along with a

description of the nature of such direct/indirect interest.

……………………………………………………………………………………………….

Section 5

Initial here

……………………………………………………………………………………………….

………………………………… ………………………………

Signature of authorised official Date

on behalf of the Service Provider

Section 5

Initial here

SCHEDULE G:

CERTIFICATE OF ATTENDANCE OF THE INFORMATION SESSION

I (Name of Authorised Official) __________________________________________________,

with the following contact information:

Office Number: ____________ Cellular Telephone Number: _______________

E-mail Address: ____________,

from and on behalf of (Name of Service Provider)

_______________________________________________ (the “Service Provider”),

attended the official site inspection on: ____________________________________.

1. I hereby certify that I attended and inspected the site / premises of the University on

behalf of the Service Provider and familiarised myself with any and all conditions and

factors that will or could have an influence on the service to be rendered and/or the cost

thereof.

2. I further certify on behalf of the Service Provider that I am satisfied with the information

supplied during the above-mentioned site inspection meeting, that I have a proper

understanding of the areas to be serviced, that I had the opportunity to visit all areas

where the services are to be executed and that explanations were given on any issues in

respect of which clarity was sought.


DATE

Section 5

Initial here

SCHEDULE H – SERVICE PROVIDER INFORMATION

Prospective Service Providers interested in providing Services to the University and who

are submitting tender proposals, must complete this document and attach it to their tender

proposals for submission to the University.

All of the pages of this document must also be initialled and/or signed in full, as the case

may be.

Failure to complete and submit this document will result in the tender proposal being

regarded as invalid and will the tender therefore automatically be disqualified.

Relevant supporting/verifying documentation and/certificates should be attached where

required.

Service Providers should mark the applicable box/space and indicate Yes or No where an

answer in the affirmative or the negative is required.

1. Please provide ownership details of your company (including details of shareholding, if

applicable).

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

2. Please advise as to your Company:

Vision

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Mission

Section 5

Initial here

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Please advise as to the number of Services contracts currently managed by you within the

province of Gauteng.

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

3. Please provide your company’s monthly turnover, including VAT, both in the province of

Gauteng and national:

Province: ____________________________________

National: ____________________________________

4. Please provide, by attaching same to this document, an organisational diagram of your

company detailing your executive management structures and reporting and

communication lines from senior management down to supervisor level.

(If you are a regional office or branch of the national company, please ensure that your

organisational diagram also shows the reporting and communication lines between head

office management and regional management.)

5. Please advise as to your company policy regarding staff training, development and

wellness.

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Section 5

Initial here

5.1 Do you have your own training centre or similar establishment?

YES NO

5.2 If the above answer was in the negative, please indicate how applicable staff training is

arranged:

_____________________________________________________________________

_______________________________________________________________________

___________________________________________________________________

6. Advise how your staff members are transported to and from to the various sites where

Services are rendered under contracts with University.

_____________________________________________________________________

______________________________________________________________________

____________________________________________________________________

7. Advise what form of transport is available to managers / supervisors.

_____________________________________________________________________

______________________________________________________________________

____________________________________________________________________

8. Please set out below the selection criteria used by your company when appointing staff:

_____________________________________________________________________

______________________________________________________________________

____________________________________________________________________

9. Give an accurate record of the staff turnover your company has experienced during the

last 6 (six) months, providing reasons where possible.

Section 5

Initial here

Staff Designation

Number of Staff

Reasons for

Turnover

NAME OF AUTHORISED OFFICIAL


DATE

Section 3 Technical Specifications.xlsm Registration Page Page 1 of 15

Name Contact Number Email Address

Contact Name Contact Number Email Address

Mono MFD

Color MFD

Mono Printer

Color Printer

Pricing details Pricing

Incompleted

Category

Main tender sales contact

Product details

Sheet categories

Registration Page

Company registration number

Closest service outlet

Company name

RFP No: IT-COP-2015-004

Bidder

Note that this document, its format, content and underlying processes belongs to Gray Scale Solutions (Pty) Ltd T/A Fineprint (FP).

No part may be copied, reproduced or re-used without written permission from FP. Page 21/04/2015 15

Section 3 Technical Specifications.xlsm Example Page 2 of 15

Minimum Maximum

Is this device new and unused? Yes No Yes

Is this a current model in your product range? Yes No Yes

Technology Xerographic

In what year was this product launched? 2000 2012 2010

Copying speed Per Unit per A4 Single sided portrait (Full Color) 15 20 18

Device duty cycle 20000 40000 20000

2000 4000 2000

6000 12000 6000

Please list your average MCBF (Mean Copies Between Failure) on this machine N/A N/A 10

What is your PM (Preventative Maintenance) count on this device? N/A N/A 10

Print resolution 600 600 Comply

Processor speed 100 1200 Comply

Default paper input configuration 1000 1500 1000

Maximum paper input capacity 500 3000 3000

Paper stock input range 60 160 Comply

Maximum Paper Input Size A3 A3+ A3

Minimum paper size 16000 25000 Comply

From what source does thick stock, transparencies, labels etc. feed? Bypass Tray From bypass

Duplex Comply Does not comply Comply

On board memory 256 1000 500

Warm up time from totally off 1 100 100

Warm up time from sleep mode 1 100 100

Power consumption - Running (Watts) 1 1500 1500

Power consumption - Standby (Watts) 1 350 350

Power consumption - Sleep (Watts) 1 200 200Energy star compliance Yes No Yes

Does the device offer full user account sync with Active Directory? Yes No Yes

Can you store and retrieve jobs from a print server? Yes No Yes

Can your device do secure release on a "follow-me" print architecture? Yes No Yes

Does your device offer SNMP support? Yes No Yes

Does your device offer secure administration? Yes No Yes

Can your device counter separate Color and mono prints in a single document? Yes No Yes

Can you program several sections of a single document with unique profiles? Yes No Yes

Does this device have a FDI (Foreign device interface)? Yes No Yes

Can you protect the Administrator function on the device with a password? Yes No Yes

Are you prepared to make the device SDK available? Yes No Yes

Please select the controller used Fiery

Network Interface Card Comply Does not comply Compatible

Printer languages Comply Does not comply Compatible

Network Protocols Comply Does not comply Compatible

Compatible desktop operating systems Comply Does not comply Compatible

Compatible network operating systems Comply Does not comply Comply (True drivers)

Comply Does not comply Compatible

Yes No Yes

Minimum memory 256 1000 500

Does your device support LDAP? No True LDAP / Compatible True LDAP

Fonts Comply Does not comply Comply (True drivers)

Combined scanning speed 11 15 12

Scanning size A3 A3+ A3

Recommended monthly volume of scanning unit (over a 60month contract) 1000 8000 1000

Combined volume of duplex document feed 50 150 Comply

Scanning resolution 400 1200 Comply

Color scanning Comply Does not comply Comply

Yes No No

Yes No Yes

Yes No Yes

Yes No Yes

Yes No Yes

Yes No Yes

Yes No Yes

500 1000 500

130 160 130

Yes No Yes

2500 5000 2500

1 Position staple (Page

corner)

2 Position staple (centre

staple & page corner)1 Position staple

20 50 30

Accept

Approval Signature (NOTE: THE SIGNATURE BLOCK BELOW WILL ONLY APPEAR IF ALL THE FIELDS

ARE COMPLETED CORRECTLY)

PostScript

Feature

3.1 Print engine specification

Make Turbo

Model One

3. Technical section

Field Notifications

Average and peak monthly utilisation range (The supplier to agree to maintain this

machine within this range)

3.3 Directory Integration / Administration

Contact number

Contact email address

Example Sheet

Supplier name

Contact person

3.2 Environmental

3.5 Scanning / Copying

Range SpecificationsResponse

3.4 Connectivity

Standard paper cassette

Standard finisher

Signature_______________________

Declaration: Upon signature of this declaration, the Contractor declares that all information submitted in this worksheet is true and correct and further acknowledges and

understands that The University of Pretoria reserves the right, acting in its sole and absolute discretion, to disqualify the Contractor and this Response should any information

be misrepresented herein.

Please list additional values of offering below

Sheet Approved

1. Contact information

Example

Example

Example

Example

Scanning formats - Please indicate whether or not your device can scan to the

following protocols

2. Device information

4. Declaration and signature

Response


No part may be copied, reproduced or re-used without written permission from FP. 21/04/2015

Section 3 Technical Specifications.xlsm 2,O,M,MFD,A3 Page 3 of 15

Incomplete field

Incomplete fieldIncomplete fieldIncomplete field

Incomplete field

Incomplete field

Is this device new and unused? A. Basic MachineYes / No Yes No Incomplete fieldIs this a current model in your product range? A. Basic MachineYes / No Yes No Incomplete field

Technology A. Basic MachinePlease select from drop down box

Laser,Xerographic,LEDIncomplete field

What is your average product renewal cycle? A. Basic Machine6Months - 72months 6 72 Incomplete fieldCopying speed Per Unit per A4 Single sided portrait (Mono) A. Basic MachineRanging between but not less than (A4 PPM) 20 29 Incomplete fieldDevice duty cycle A. Basic MachineAverage range 52,800 76,560 Incomplete field

Provide a BLI / BERTL report for this Machine as an attachment A. Basic MachineProvide a BLI / BERTL report for this Machine as an attachment Yes No Incomplete field

A. Basic MachineAverage range 5,280 7,656 Incomplete fieldA. Basic MachineMaximum range 13,306 19,293 Incomplete field

Please list your average MCBF (Mean Copies Between Failure) on this machine A. Basic Machine 2,500 35,000 Incomplete fieldWhat is your PM (Preventative Maintenance) count on this device? A. Basic Machine 20,000 60,000 Incomplete fieldPrint resolution A. Basic MachineMinimum requirement 600 2,400 Incomplete fieldProcessor speed A. Basic MachineMHz 120 1,800 Incomplete fieldDefault paper input capacity A. Basic MachineSize Range A5-A3 300 2,250 Incomplete fieldMaximum paper input capacity B. Max Paper CapacityMax Paper Capacity 2,500 5,600 Incomplete fieldPaper stock input range A. Basic Machineg/m² 50 300 Incomplete fieldMaximum Paper Input Size A. Basic MachineMinimum A3 A3 A3+ Incomplete fieldFrom what source does thick stock, transparencies, labels etc. feed? A. Basic Machine Bypass Tray Incomplete fieldCan you refill this cassette while the machine is running? A. Basic MachineYes / No Yes No Incomplete fieldDuplex A. Basic MachineDuplex is required standard on this device Comply Does not comply Incomplete fieldOn board memory A. Basic MachineTotal memory specified in Megabits 32 2,048 Incomplete field

Warm up time from totally off A. Basic MachineActivation time from shut down - Seconds 60 13 Incomplete fieldWarm up time from sleep mode A. Basic MachineActivation time from sleep mode - Seconds 30 30 Incomplete fieldPower consumption - Running (Watts) A. Basic MachineOnly the number of Watts - Watts 1,542 362 Incomplete fieldPower consumption - Standby (Watts) A. Basic MachineOnly the number of Watts - Watts 240 5 Incomplete fieldPower consumption - Sleep (Watts) A. Basic MachineOnly the number of Watts - Watts 8 1 Incomplete fieldEnergy star compliance A. Basic MachineIs this device Energy Star Compliant? Yes No Incomplete field

Does the device offer full user account sync with Active Directory? A. Basic MachineYes / No Yes No Incomplete field

Can you store and retrieve jobs from a print server? A. Basic MachineYes / No Yes No Incomplete fieldCan your device do secure release on a follow-me print architecture? A. Basic MachineYes / No Yes No Incomplete fieldDoes your device offer SNMP support? A. Basic MachineYes / No Yes No Incomplete fieldDoes your device offer secure administration and can you secure this function with a

password?A. Basic MachineYes / No Yes No Incomplete field

Does this device have a FDI (Foreign device interface)? A. Basic MachineYes / No Yes No Incomplete fieldAre you prepared to make the device SDK available? A. Basic MachineYes / No Yes No Incomplete field

Please select the controller used A. Basic MachineSelect controller type List List Incomplete field

Network Interface Card A. Basic MachineInternal Fast Ethernet card / 100 Base T Comply Does not comply Incomplete fieldCan you accommodate 1G network throughput A. Basic MachineYes / No Yes No Incomplete field

Printer languages A. Basic MachinePCL5e, PCL 6, Postscript 3+, PPDM, PDF 1.4 Comply Does not comply Incomplete field

Network Protocols A. Basic MachineTCP/IP, IPX/SPX, AppleTalk Comply Does not comply Incomplete field

Compatible client operating systems A. Basic MachineMicrosoft® Windows® 2000, XP Home, XP Professional (X32, X64);

Windows Vista™ (X32 / x64); Windows 7 (x32, X64), Mac OS X v 10.2 or

higher, Linux, Windows 8 (x32 /X64)

Comply Does not comply Incomplete field

Compatible server operating systems Windows Server 2008 R2, Snow Leopard (MAC); Lion (MAC) Comply Does not comply Incomplete field

C. PostscriptPostScript 3 Comply Does not comply Incomplete field

C. PostscriptDo you offer genuine Adobe PostScript? Yes No Incomplete fieldMinimum memory A. Basic MachineTotal memory specified in Megabits 256 1,000 Incomplete field

Does your device support LDAP? A. Basic MachineTrue LDAP / Compatible / No No True LDAP /

Compatible Incomplete field

Fonts A. Basic MachineList of fonts attached to the tender in Addendum E Comply Does not comply Incomplete field

Combined scanning speed A. Basic MachineRanging between but not less than 15 21 Incomplete field

Maximum Scanning Size A. Basic MachineA maximum of A3, going up to A3+ A4 A3+ Incomplete fieldRecommended monthly volume of scanning unit (over a 60month contract) A. Basic MachineRanging between but not less than 1,320 7,656 Incomplete fieldScanning resolution A. Basic MachineDPI 400 1,200 Incomplete fieldColor scanning A. Basic MachineMandatoy Comply Does not comply Incomplete field

A. Basic MachineMulti page PDF Yes No Incomplete fieldA. Basic MachineWord searchable PDF Yes No Incomplete fieldA. Basic MachineMulti page TIFF Yes No Incomplete fieldA. Basic MachineJPEG Yes No Incomplete fieldA. Basic MachineNetwork Folder Yes No Incomplete fieldA. Basic MachineLocal folder Yes No Incomplete fieldA. Basic MachineScan to Email Yes No Incomplete field

Accept Reject Incomplete field

Approval Signature (NOTE: THE SIGNATURE BLOCK BELOW WILL

ONLY APPEAR IF ALL THE FIELDS ARE COMPLETED CORRECTLY)

.

.

Co

stin

g R

ef

#

PostScript

.

Sheet not completed correctly yet

Technical Specifications: 2,O,M,MFD,A3

.


Sheet Incomplete

AlternativeRejected

Feature Recommended


Range Specifications

Field Status


RFP Number: IT-COP-2015-004



Contact number

ResponseAdditional categories / classification

Model

1. Contact information Supplier name

Contact person

Declaration: Upon signature of this declaration, the Contractor declares that all information submitted in this worksheet is

true and correct and further acknowledges and understands that The University of Pretoria reserves the right, acting in its sole

and absolute discretion, to disqualify the Contractor and this Response should any information be misrepresented herein.

Make

Average and peak monthly utilisation range (The supplier agrees to maintain this machine

within this range)

Supplier's Notes



Scanning formats - Please indicate whether or not your device can scan to the following

protocols

3.4 Networkability


3.2 Environmental




Incomplete field


Incomplete field

Incomplete field


Technology A. Basic MachinePlease select from drop down box Laser,Xerographic,LED,Other Incomplete field

What is your average product renewal cycle? A. Basic Machine6Months - 72months 6 72 Incomplete fieldCopying speed Per Unit per A4 Single sided portrait (Mono) A. Basic MachineRanging between but not less than (A4 PPM) 30 39 Incomplete field

Device duty cycle A. Basic MachineAverage range 200,000 300,000 Incomplete fieldProvide a BLI / BERTL report for this Machine as an attachment A. Basic MachineProvide a BLI / BERTL report for this Machine as an attachment Yes No Incomplete field


Please list your average MCBF (Mean Copies Between Failure) on this

machineA. Basic Machine 25,000 100,000 Incomplete field

What is your PM (Preventative Maintenance) count on this device? A. Basic Machine 50,000 100,000 Incomplete field

Print resolution A. Basic MachineMinimum requirement 600 600 Incomplete fieldProcessor speed A. Basic MachineMHz 300 1,800 Incomplete field

Default paper input capacity A. Basic MachineNo of 80gms sheets 600 1,200 Incomplete fieldMaximum paper input capacity B. Max Paper CapacityMaximum paper input capacity 2,500 7,150 Incomplete fieldPaper stock input range A. Basic Machineg/m² 50 300 Incomplete field

Maximum Paper Input Size A. Basic MachineMinimum A3 A3 A3+ Incomplete field

From what source does thick stock, transparencies, labels etc. feed? A. Basic Machine Bypass Tray Incomplete field

Can you refill this cassette while the machine is running? A. Basic Machine Yes No Incomplete field

Duplex A. Basic MachineDuplex is required standard on this device Comply Does not comply Incomplete fieldOn board memory A. Basic MachineTotal memory specified in Megabits 32 2,048 Incomplete field

A. Basic MachineActivation time from shut down - Seconds 40 14 Incomplete fieldA. Basic MachineActivation time from sleep mode - Seconds 12 4 Incomplete field

Power consumption - Running (Watts) A. Basic MachineOnly the number of Watts - Watts 1,840 560 Incomplete fieldPower consumption - Standby (Watts) A. Basic MachineOnly the number of Watts - Watts 170 5 Incomplete fieldPower consumption - Sleep (Watts) A. Basic MachineOnly the number of Watts - Watts 16 1 Incomplete fieldEnergy star compliance A. Basic MachineIs this device Energy Star Compliant? Yes No Incomplete field

A. Basic MachineYes / No Yes No Incomplete fieldA. Basic MachineYes / No Yes No Incomplete field

Can your device do secure release on a follow-me print architecture? A. Basic MachineYes / No Yes No Incomplete field

Does your device offer SNMP support? A. Basic MachineYes / No Yes No Incomplete fieldDoes your device offer secure administration and can you secure this

function with a password?A. Basic MachineYes / No Yes No Incomplete field

Can your device counter separate Color and mono prints in a single

document?A. Basic MachineYes / No Yes No Incomplete field

Does this device have a FDI (Foreign device interface)? A. Basic MachineYes / No Yes No Incomplete field

Please select the controller used A. Basic MachineSelect controller type Incomplete field

Network Interface Card A. Basic MachineInternal Fast Ethernet card / 100 Base T Comply Does not comply Incomplete field

Can you accomodata 1G network throughput A. Basic MachineYes / No Yes No Incomplete field







C. PostscriptMinimum of PostScript 3 Comply Does not comply Incomplete field

C. PostscriptDo you offer genuine Adobe PostScript? Yes No Incomplete field

Minimum memory A. Basic MachineTotal memory specified in Megabits 256 1,000 Incomplete field





Scanning size A. Basic MachineA maximum of A3, going up to A3+ A3 A3+ Incomplete fieldRecommended monthly volume of scanning unit (over a 60month

contract)A. Basic MachineRanging between but not less than 5,000 30,000 Incomplete field

Scanning resolution A. Basic MachineDPI 400 1,200 Incomplete field

Color scanning A. Basic MachineMandatory Comply Does not comply Incomplete field

A. Basic MachineMulti page PDF Yes No Incomplete field

A. Basic MachineWord searchable PDF Yes No Incomplete fieldA. Basic MachineMulti page TIFF Yes No Incomplete fieldA. Basic MachineJPEG Yes No Incomplete fieldA. Basic MachineNetwork Folder Yes No Incomplete fieldA. Basic MachineLocal folder Yes No Incomplete fieldA. Basic MachineScan to Email Yes No Incomplete field


Approval Signature (NOTE: THE SIGNATURE BLOCK BELOW WILL ONLY APPEAR IF

ALL THE FIELDS ARE COMPLETED CORRECTLY)


3.2 Environmental

Average and peak monthly utilisation range (The supplier agrees to

maintain this machine within this range)

Warm up time from totally off

Does the device offer full user account sync with Active Directory?

3.4 Networkability




Response

Rejected

Field StatusAdditional categories / classification

Co

st R

ef #

Alternative

.

.


Technical Specifications: 3,O,M,MFD,A3


Contact personContact numberContact email address



Model

Feature Supplier's NotesRecommended

Make


.

Scanning formats - Please indicate whether or not your device can scan to

the following protocols

PostScript


Sheet Incomplete

Declaration: Upon signature of this declaration, the Contractor declares that all information submitted in this worksheet is true and correct and

further acknowledges and understands that The University of Pretoria reserves the right, acting in its sole and absolute discretion, to disqualify the

Contractor and this Response should any information be misrepresented herein.

.



No part may be copied, reproduced or re-used without written permission from FP.21/04/2015


Incomplete field


Incomplete field

Incomplete field



What is your average product renewal cycle? A. Basic Machine6Months - 72months 6 72 Incomplete field

Copying speed Per Unit per A4 Single sided portrait (Mono) A. Basic MachineRanging between but not less than (A4 PPM) 40 49 Incomplete fieldDevice duty cycle A. Basic MachineAverage range 200,000 300,000 Incomplete field




machineA. Basic Machine N/A N/A Incomplete field

What is your PM (Preventative Maintenance) count on this device? A. Basic Machine N/A N/A Incomplete fieldPrint resolution A. Basic MachineMinimum requirement 600 600 Incomplete field

Processor speed A. Basic MachineMHz 300 1,800 Incomplete fieldDefault paper input configuration A. Basic MachineNo of 80gms sheets 600 4,400 Incomplete fieldMaximum paper input capacity B. Max Paper CapacityMax Paper Capacity 2,500 8,700 Incomplete field

Paper stock input range A. Basic Machineg/m² 50 300 Incomplete fieldMaximum Paper Input Size A. Basic MachineMinimum A3 A3 A3+ Incomplete fieldFrom what source does thick stock, transparencies, labels etc. feed? A. Basic Machine Bypass Tray Incomplete fieldCan you refill this cassette while the machine is running? A. Basic Machine Yes No Incomplete field

Duplex A. Basic MachineDuplex is required standard on this device Comply Does not comply Incomplete field

On board memory A. Basic MachineTotal memory specified in Megabits 256 2,048 Incomplete field


Power consumption - Running (Watts) A. Basic MachineOnly the number of Watts - Watts 2,870 780 Incomplete fieldPower consumption - Standby (Watts) A. Basic MachineOnly the number of Watts - Watts 290 8 Incomplete field

Power consumption - Sleep (Watts) A. Basic MachineOnly the number of Watts - Watts 125 1 Incomplete fieldEnergy star compliance A. Basic MachineIs this device Energy Star Compliant? Yes No Incomplete field





Does this device have a USB FDI (Foreign device interface)? A. Basic MachineYes / No Yes No Incomplete fieldAre you prepared to make the device SDK available? A. Basic MachineYes / No Yes No Incomplete field

Please select the controller used A. Basic MachineSelect controller type Select from dropdown box Incomplete field

Network Interface Card A. Basic MachineInternal Fast Ethernet card / 100 Base T Comply Does not comply Incomplete field

Can you accomodata 1G network throughput A. Basic MachineYes / No Yes No Incomplete field












Combined scanning speed A. Basic MachineRanging between but not less than 30 37 Incomplete fieldMaximum Scanning Size A. Basic MachineA maximum of A3, going up to A3+ A4 A3+ Incomplete fieldRecommended monthly volume of scanning unit (over a 60month

contract)A. Basic MachineRanging between but not less than 5,000 30,000 Incomplete field

Scanning resolution A. Basic MachineDPI 400 1,200 Incomplete fieldColor scanning A. Basic MachineMandatory Comply Does not comply Incomplete field









3.2 Environmental



PostScript



3.4 Networkability


.


Sheet Incomplete



further acknowledges and understands that The University of Pretoria reserves the right, acting in its sole and absolute discretion, to disqualify

the Contractor and this Response should any information be misrepresented herein.

..


Hardware requirements - 4,O,M,MFD,A3



Contact personContact number

2. Device informationMake


Model

Co

st R

ef #

.


Feature Additional categories / classification


Response Supplier's Notes Field StatusRecommended

Alternative

Rejected


No part may be copied, reproduced or re-used without written permission from FP.21/04/2015


Incomplete field


Incomplete field

Incomplete field








What is your PM (Preventative Maintenance) count on this device? A. Basic Machine N/A N/A Incomplete fieldPrint resolution A. Basic MachineMinimum requirement 600 600 Incomplete fieldProcessor speed A. Basic MachineMHz 800 1,800 Incomplete fieldDefault paper input configuration A. Basic MachineNo of 80gms sheets 1,150 4,400 Incomplete fieldMaximum paper input capacity B. Max Paper CapacityMax Paper Capacity 4,150 8,700 Incomplete fieldPaper stock input range A. Basic Machineg/m² 50 300 Incomplete fieldMaximum Paper Input Size A. Basic MachineMinimum A3 A3 A3+ Incomplete fieldFrom what source does thick stock, transparencies, labels etc. feed? A. Basic Machine Bypass Tray Incomplete fieldCan you refill this cassette while the machine is running? A. Basic Machine Yes No Incomplete fieldDuplex A. Basic MachineDuplex is required standard on this device Comply Does not comply Incomplete fieldOn board memory A. Basic MachineTotal memory specified in Megabits 1,000 3,000 Incomplete field









Network Interface Card A. Basic MachineInternal Fast Ethernet card / 100 Base T Comply Does not comply Incomplete fieldCan you accomodata 1G network throughput A. Basic MachineYes / No Yes No Incomplete field













Maximum Scanning Size A. Basic MachineA maximum of A3, going up to A3+ A3 A3+ Incomplete field

Recommended monthly volume of scanning unit (over a 60month contract) A. Basic MachineRanging between but not less than 5,000 30,000 Incomplete field

Scanning resolution A. Basic MachineDPI 400 1,200 Incomplete fieldColor scanning A. Basic MachineMandatory Comply Does not comply Incomplete field





.

..


Hardware requirements - 6,O,M,MFD,A3



Model

Supplier name




Feature

Co

st R

ef

#

Additional categories / classification


Response Supplier's Notes Field Status

3.2 Environmental

RecommendedAlternative

Rejected


Sheet Incomplete





.







PostScript



3.4 Networkability




Section 3 Technical Specifications.xlsm 2,O,C,MFD,A3 Page 7 of 15

Incomplete field


Incomplete field

Incomplete field




What is your average product renewal cycle? A. Basic Machine6Months - 72months 6 72 Incomplete fieldCopying speed Per Unit per A4 Single sided portrait (Color) A. Basic MachineRanging between but not less than (A4 PPM) 20 29 Incomplete fieldDevice duty cycle A. Basic MachineAverage range 52,800 76,560 Incomplete field



Please list your average MCBF (Mean Copies Between Failure) on this machine A. Basic Machine 2,500 35,000 Incomplete fieldWhat is your PM (Preventative Maintenance) count on this device? A. Basic Machine 20,000 60,000 Incomplete fieldPrint resolution A. Basic MachineMinimum requirement 600 2,400 Incomplete fieldProcessor speed A. Basic MachineMHz 800 1,660 Incomplete fieldDefault paper input capacity A. Basic MachineSize Range A5-A3 350 1,200 Incomplete fieldMaximum paper input capacity B. Max Paper CapacityMax Paper Capacity 1,100 5,600 Incomplete fieldPaper stock input range A. Basic Machineg/m² 50 300 Incomplete fieldMaximum Paper Input Size A. Basic MachineMinimum A3 A3 A3+ Incomplete fieldFrom what source does thick stock, transparencies, labels etc. feed? A. Basic Machine Bypass Tray Incomplete fieldCan you refill this cassette while the machine is running? A. Basic MachineYes / No Yes No Incomplete fieldDuplex A. Basic MachineDuplex is required standard on this device Comply Does not comply Incomplete fieldOn board memory A. Basic MachineTotal memory specified in Megabits 64 3,500 Incomplete field





















Scanning size A. Basic MachineA maximum of A3, going up to A3+ A3 A3+ Incomplete fieldRecommended monthly volume of scanning unit (over a 60month contract) A. Basic MachineRanging between but not less than 1,320 7,656 Incomplete fieldScanning resolution A. Basic MachineDPI 400 1,200 Incomplete fieldColor scanning A. Basic MachineMandatory Comply Does not comply Incomplete field



Approval Signature (NOTE: THE SIGNATURE BLOCK

BELOW WILL ONLY APPEAR IF ALL THE FIELDS ARE

COMPLETED CORRECTLY)

.

.

.


Technical Specifications: 2,O,C,MFD,A3



Model

Supplier name




Feature

Co

stin

g R

ef

#



ResponseRecommendedAlternative

Rejected

Supplier's Notes Field Status




within this range)

3.2 Environmental


3.4 Networkability

PostScript

Scanning formats - Please indicate whether or not your device can scan to the following

protocols






Sheet Incomplete

.



Section 3 Technical Specifications.xlsm 4,O,M,P,A4 Page 8 of 15

Incomplete field


Incomplete field

Incomplete field








What is your PM (Preventative Maintenance) count on this device? A. Basic Machine N/A N/A Incomplete field

Print resolution A. Basic MachineMinimum requirement 600 600 Incomplete fieldProcessor speed A. Basic MachineMHz 400 800 Incomplete fieldDefault paper input configuration A. Basic MachineNo of 80gms sheets 350 700 Incomplete fieldMaximum paper input capacity B. Max Paper CapacityMax Paper Capacity 1,600 4,100 Incomplete fieldPaper stock input range A. Basic Machineg/m² 50 300 Incomplete fieldMaximum Paper Input Size A. Basic MachineMinimum A4 A4 A3+ Incomplete fieldFrom what source does thick stock, transparencies, labels etc. feed? A. Basic Machine Bypass Tray Incomplete fieldCan you refill this cassette while the machine is running? A. Basic Machine Yes No Incomplete fieldDuplex A. Basic MachineDuplex is required standard on this device Comply Does not comply Incomplete fieldOn board memory A. Basic MachineTotal memory specified in Megabits 128 1,000 Incomplete field









Network Interface Card A. Basic MachineInternal Fast Ethernet card / 100 Base T Comply Does not comply Incomplete fieldCan you accomodata 1G network throughput A. Basic MachineYes / No Yes No Incomplete field














ALL THE FIELDS ARE COMPLETED CORRECTLY) Please list additional values of offering below

Sheet Incomplete

.

.





PostScript




3.4 Networkability




3.2 Environmental


Rejected

Make


Feature

Co

st R

ef

#




Contact numberContact email address


..


Hardware requirements - 4,O,M,P,A4



Model

Supplier name

Contact person



Section 3 Technical Specifications.xlsm 2,O,C,P,A4 Page 9 of 15

Incomplete field


Incomplete field

Incomplete field




What is your average product renewal cycle? A. Basic Machine6Months - 72months 6 72 Incomplete fieldCopying speed Per Unit per A4 Single sided portrait (Color) A. Basic MachineRanging between but not less than (A4 PPM) 20 29 Incomplete fieldDevice duty cycle A. Basic MachineAverage range 52,800 76,560 Incomplete field



Please list your average MCBF (Mean Copies Between Failure) on this machine A. Basic Machine 2,500 35,000 Incomplete fieldWhat is your PM (Preventative Maintenance) count on this device? A. Basic Machine 20,000 60,000 Incomplete fieldPrint resolution A. Basic MachineMinimum requirement 600 2,400 Incomplete fieldProcessor speed A. Basic MachineMHz 350 800 Incomplete fieldDefault paper input capacity A. Basic MachineSize Range A5-A4 250 550 Incomplete fieldMaximum paper input capacity B. Max Paper CapacityMax Paper Capacity 250 2,050 Incomplete fieldPaper stock input range A. Basic Machineg/m² 50 300 Incomplete fieldMaximum Paper Input Size A. Basic MachineMinimum A4 A4 A3+ Incomplete fieldFrom what source does thick stock, transparencies, labels etc. feed? A. Basic Machine Bypass Tray Incomplete fieldCan you refill this cassette while the machine is running? A. Basic MachineYes / No Yes No Incomplete fieldDuplex A. Basic MachineDuplex is required standard on this device Comply Does not comply Incomplete fieldOn board memory A. Basic MachineTotal memory specified in Megabits 16 768 Incomplete field





















Approval Signature (NOTE: THE SIGNATURE BLOCK

BELOW WILL ONLY APPEAR IF ALL THE FIELDS ARE

COMPLETED CORRECTLY)

Sheet Incomplete

.






3.4 Networkability

PostScript


within this range)


3.2 Environmental



Rejected


Feature

Co

stin

g R

ef

#




Contact numberContact email address


.

..


Technical Specifications: 2,O,C,P,A4



Model

Supplier name

Contact person



Section 3 Technical Specifications.xlsm Equipment Costing Page 10 of 15

Equipment

Cash Price (Unit

Price)

36 Month

Rental, Fixed,

0% Escalation

48 Month

Rental, fixed,

0% Escalation

60 Month

Rental, Fixed,

0% Escalation

Maintenance Cost

Per Print - Mono

Image

Maintenance Cost

Per Print - Color

Image

Scan cost

VAT Inclusive

36 Month

Rental, Fixed,

10% Escalation

48 Month

Rental, fixed,

10% Escalation

60 Month

Rental, Fixed,

10% Escalation

VAT Inclusive VAT Inclusive VAT Inclusive Labour Traveling Parts (Including drums

and imaging units) Toners

Preventative

maintenance

Software

support

SLA

Support No Exclusions

Total Expected volume 1,101,060 16,618 1,117,678

A Basic Machine 1

B Maximum Paper Capacity 1

C Postscript 1

A Basic Machine 1

B Basic Machine 1

C Maximum Paper Capacity 1

A Basic Machine 1


C Postscript 1

A Basic Machine 1


C Postscript 1

A Basic Machine 1


C Postscript 1

A Basic Machine 1


C Postscript 1

A Basic Machine 1


C Postscript 1

No

tes

136 459,189

72,270

43,425

3,965 2,943

373,953

13,674 31,447

IncompleteIncomplete

Included

Options

Incomplete Incomplete

Incomplete

Contact Person:

Company Name:

Contact Number:

Technical sheet

completedCosting Complete Make

Expected

number of

Units

Average Monthly Mono

Volume

Average Monthly

Color Volume

Maintenance cost inclusions

Printing Equipment Costing (VAT Inclusive)

Pri

mar

y Eq

uip

me

nt

Modules

2

3,O,M,MFD,A3

2,O,C,P,A4

2,O,M,MFD,A3

Co

stin

g re

f N

o

133,430

459,189

43,425

2,O,C,MFD,A3

Expected total Volume Model

Incomplete

Annual Maintenance

Escalation

72,270 3

Basic Information

Equipment Costing


.

.

.

.

Device description

4,O,M,MFD,A3

133,430

54 373,953

6,O,M,MFD,A3



1,021 1

2

Sheet Incomplete

Declaration: Upon signature of this declaration, the Contractor declares that all information submitted in this worksheet is true and correct and further acknowledges and understands that The University of Pretoria reserves the right, acting in its sole and absolute discretion, to disqualify the Contractor and this

Response should any information be misrepresented herein.

Incomplete


Incomplete

8 17,773

4,O,M,P,A4



Section 3 Technical Specifications.xlsm Consumable Costing 11 of 15

Unit Unit cost (Including VAT) Annual Escalation Total Cost Per Item Supplier Notes Field Status

Paper Riem 0.01R Incomplete Field

Ring Bind Narrow Document 0.01R Incomplete Field

Ring Bind Medium Document 0.01R Incomplete Field

Ring Bind Wide Document 0.01R Incomplete Field

A4 Lamination Document -R Incomplete Field

A3 Lamination Document 0.01R Incomplete Field

Declaration &

SignatureIncomplete Field

Consumable Costing

Declaration: Upon signature of this declaration, the Contractor declares that all information

submitted in this worksheet is true and correct and further acknowledges and understands that

The University of Pretoria reserves the right, acting in its sole and absolute discretion, to

disqualify the Contractor and this Response should any information be misrepresented herein.

Contact Number:

Contact Person:

Company Name:



Section 3 Technical Specifications.xlsm Staff capacities 12 of 15

Hours

No of

Staff Hours

No of

Staff Hours No of Staff

Hatfield Campus: Merensky Library (Levels 1-6) 3 3 07h30 -16h00 2 16h00 - 20h00 1 8h30 - 13h00 2 Laminate >A3 / Spiral Bind >50mm

Hatfield Campus: Student Copy Centre 4 1 1 2 07h30 -16h00 4 Closed Closed Laminate >A3 / Spiral Bind >50mm / Faxing

Hatfield Campus: Law Building Library 2 2 07h30 -16h00 1 12hh30 - 21h00 1 8h30 - 13h00 1

Sports Campus: Rembrandt Hall 1 1 07h30 -16h00 1 Closed Closed

Groenkloof Campus: Library 2 2 07h30 -16h00 1 12hh30 - 21h00 1 8h30 - 13h00 1 Laminate >A3 / Spiral Bind >50mm

Health Sciences Campus: Preclinical 1 1 07h30 -16h00 1 Closed Closed

Health Sciences Campus: Library 2 2 07h30 -16h00 1 11h30 - 20h00 1 8h30 - 14h00 1 Laminate >A3 / Spiral Bind >50mm

Onderstepoort Campus: Library 1 1 07h30 -16h00 1 Closed Closed Laminate >A3 / Spiral Bind >50mm

Contractor notes

Declaration & Signature

Area

Site Staff Capacities

Additional CapacitiesSaturdaysOvertimeGeneral Office Hours

Company Name:

Contact Person:

Contact Number:

The Contractor agree to have taken note of the staff reuirements for this contract

CashierAssistant &

CashierAdminSupervisor

Total Staff

Quantity

Service Hours and staff capacitiesStaff Positions



Section 3 Technical Specifications.xlsm Staff and Management costing 13 of 15

Quantity Unit Cost / Month (Including VAT) Annual IncreaseTotal Cost (Including

VAT)Field Status

Supervisor 1 R - Incomplete Field

Admin 1 R - Incomplete Field

Site Assistant 12 R - Incomplete Field

Cashier 2 R - Incomplete Field

Total Staff Cost R -

Monthly Site Management Fee 1 R - Incomplete Field

Notes


Staff and Management Costs

Declaration: Upon signature of this declaration, the Contractor declares that all

information submitted in this worksheet is true and correct and further

acknowledges and understands that The University of Pretoria reserves the right,

acting in its sole and absolute discretion, to disqualify the Contractor and this

Response should any information be misrepresented herein.

Company Name:

Contact Person:

Contact Number:



Section 3 Technical Specifications.xlsm Consolidated Pricing 14 of 15

Mono

Volume

Color

VolumeStaff Cost Management Cost Equipment cost

Total Equipment

Cost

Total Fixed

Cost

Fixed Cost Per

Page

Mono Cost per

page

Color cost per

page

Average Mono Cost

Per Page

Average Color Cost

Per PagePaper

Total Mono Cost Per

PageTotal Color Cost Per Page

2,O,M,MFD,A3 459,189 -R -R

3,O,M,MFD,A3 43,425 -R -R

4,O,M,MFD,A3 72,270 -R -R

6,O,M,MFD,A3 133,430 -R -R

2,O,C,MFD,A3 17,773 13,674 -R -R -R

4,O,M,P,A4 373,953 -R -R

2,O,C,P,A4 1,021 2,943 -R -R -R

Consolidated Pricing

-R -R 0.00R 0.00R -R -R 0.00R -R -R -R

Company Name:

Contact Person:

Contact Number:

Declaration: Upon signature of this declaration, the Contractor declares that all information submitted in this worksheet is true and correct

and further acknowledges and understands that The University of Pretoria reserves the right, acting in its sole and absolute discretion, to

disqualify the Contractor and this Response should any information be misrepresented herein.


Notes



Section 3 Technical Specifications.xlsm Signature Page Page 15 of 15

Company Name:

Contact Person:

Contact Number:Sheet description Status

Registration Page Page Incomplete

2,O,M,MFD,A3 Page Incomplete




2,O,C,MFD,A3 Page Incomplete

4,O,M,P,A4 Page Incomplete

2,O,C,O,A4 Page Incomplete

Equipment costing Page Incomplete

Consumable Costing Page Incomplete

Staff Capacities Page Incomplete

Staff and Management Costing Page Incomplete

Consolidated Pricing Page Incomplete

Addendum A Approval

Signature PageRFP No: IT-COP-2015-004



Section 4, Company Infromation and Capacities.xlsm Registration Page 1 of 8

Company Name

Company Registration Number

Contact Person

Contact Number (Code/ Number)

Email address

Annexures

References

Footprint

CV: Project Manager

CV: Software Engineer

CV: Lead Service Engineer

Financial

Addendum B status

University of Pretoria Print TenderRFP Number: IT-COP-2015-004

Registration Page

Incomplete

Sheet Statuses

Incomplete

Incomplete

Incomplete

Incomplete

Incomplete

Incomplete

Incomplete



Section 4, Company Infromation and Capacities.xlsm Annexures Page 2 of 8

Name of tendering company: Field Incomplete

Company registration number on certificate Field Incomplete

Expiry date (Ex. 3Mar15) Field Incomplete

Income Tax Reference number Field Incomplete

VAT Registration number Field Incomplete

PAYE Registration number Field Incomplete

SDL Registration number Field Incomplete

UIF Registration number Field Incomplete

Hard Copy Attached? Field Incomplete

Company registration number on certificate Field Incomplete

Verification Agency Field Incomplete

Expiry date (Ex. 3Mar15) Field Incomplete

Level Field Incomplete

Hard Copy Attached? Field Incomplete

Annexure C Audited Financials Hard Copy Attached? Field Incomplete

Annexure D Copy of an asset finance contract Hard Copy Attached? Field Incomplete

Annexure E Product Brochures Hard Copy Attached? Field Incomplete

Annexure F Company Overview Hard Copy Attached? Field Incomplete

Annexure G Softcopies of Addendum A & B Hard Copy Attached? Field Incomplete

Accept / Decline Declaration

Declaration Incomplete

Annexure B

AnnexuresRFP Number: IT-COP-2015-004

University of Pretoria Print Tender

Annexure A

B-BBEE

Tax Clearance Certificate

Declaration: Upon signature of this declaration, the Tenderer declares that all information

submitted in this worksheet is true and correct and further acknowledges and understand

that Kentz reserves the right, acting on its sole and absolute discretion to disqualify the

Tenderer and this Response should any information be misrepresented herein

Sheet Incomplete



Section 4, Company Infromation and Capacities.xlsm References Page 3 of 8

1

2

3

4

5

6


The contact person must be a senior manager / director at your reference client. Please note that no company employee that is providing your company's service on site at the reference client may be used as the contact person to supply the reference to the University of Pretoria.

Both the main switch board and direct contact number of the reference must be provided as the contact numbers. A mobile number can also be supplied as an additional contact point if the reference contact is out of their office frequently, but must be accompanied by both the landline numbers.

Additional points may be awarded for references within the Engineering industry with a wide national footprint.

The University of Pretoria reserves the right to contact these references and information received from the reference client will be deemed confidential.

3. Supplied References

Market sector:

What number of your devices is in use at the client?


1. Tenderer Information


Company References sheet

Name of tendering company:

Name of company contact for the purpose of this tender:

Contact number:

2. Reference Qualification

References must be submitted for at least 3 (three) current clients that has a country wide exposure of at least a million prints per month across your devices

The supplied reference must utilise at least 100 devices of similar or larger calibre as the models that have been proposed in this tender.

The reference client must be a current client that has had an active business relationship with your company for more than 2 (two) years.

Declaration: Upon signature of this declaration, the Tenderer declares that all information submitted in this worksheet is true and correct and further acknowledges and

understand that the University of Pretoria reserves the right, acting on its sole and absolute discretion, to disqualify the Tenderer and this Response should any information be

misrepresented herein

Sheet Incomplete

How long has this company been an active client of your company? (How many

complete years has this client been an active client of your company?)

Contact no: Mobile (Optional)

Contact no: Direct line

Contact no: Switch board

Designation:

Company name:

Contact person:



Section 4, Company Infromation and Capacities.xlsm Footprint Page 4 of 8

University of Pretoria Office address Supplier's address

#, Street, City Street address / GPS coordinates

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Line Incomplete

Notes Decline

Machine base

serviced from this

office

No of certified service

engineers in this office

Tendering company

Machine base serviced from this officeBranch/Dealer/Ag

ency

Supplier Footprint


The University of Pretoria Enterprise Print Tender

Country University of Pretoria Office

South Africa



Section 4, Company Infromation and Capacities.xlsm Project Manager Page 5 of 8

Tendering company

Surname

First Name

Number of years employed at the tendering company

Position

Number of years in current position

Previous Position

Company (If different)

Number of years in previous position

Secondary Education

Highest level achieved

Highest Tertiary Education Field of Study Institution Year completed

Qualifications: Tertiary Level

Additional (Internal company training) SAQUA Accredited? Industry relevant Year completed

Additional (External accredited training) Accredited by: Industry relevant Year completed

Membership of National or International Bodies

Projects of a similar nature Client NameDuration of involvement

(Years)

Turnover of

projectProject 1

Project 2

Project 3



Curriculum Vitae: Project Manager

2. Work experience

Institution

3. QualificationsLevel

National Senior Certificate (NQF4)/ National Certificate level 4

Level

1. Personal information

Declaration: Upon signature of this declaration, the Tenderer declares that all information submitted in this worksheet is true and

correct and further acknowledges and understand that the University of Pretoria reserves the right, acting on its sole and absolute

discretion, to disqualify the Tenderer and this Response should any information be misrepresented hereinSheet Incomplete

4. Project qualifications and experience

Capacity held on project team

Institution



Section 4, Company Infromation and Capacities.xlsm Software Engineer Page 6 of 8

Tendering company

Surname

First Name


Position


Previous Position



Secondary Education





IT

Programming


Software Programming COBOL

Programming PROGRES

Software Development



(Years)Turnover of project

Project 1

Project 2

Project 3



1. Personal Information

Curriculum Vitae: Software Engineer



Institution

Institution

Level

3. Qualifications

Level

Declaration: Upon signature of this declaration, the Tenderer declares that all information submitted in this worksheet is

true and correct and further acknowledges and understand that University of Pretoria reserves the right, acting on its sole

and absolute discretion to disqualify the Tenderer and this Response should any information be misrepresented hereinSheet Incomplete

2. Work experience



Section 4, Company Infromation and Capacities.xlsm Lead Service Engineer Page 7 of 8

Tendering company

Surname

First Name


Position


Previous Position



Secondary Education





IT

Programming


Software Programming COBOL

Programming PROGRES

Software Development



(Years)Turnover of project

Project 1

Project 2

Project 3



Curriculum Vitae: Software Engineer

1. Personal Information

2. Work experience

Institution

3. QualificationsLevel

Level

Institution



Declaration: Upon signature of this declaration, the Tenderer declares that all information submitted in this worksheet is

true and correct and further acknowledges and understand that Kentz reserves the right, acting on its sole and absolute

discretion to disqualify the Tenderer and this Response should any information be misrepresented hereinSheet Incomplete



Section 4, Company Infromation and Capacities.xlsm Financial Page 8 of 8


Name of tendering company:

Current Assets:

Cash and cash equivalents:

Annual Turnover:

Years in business

Name of financial Director / Accounting officer:

Year of Audited Financials provided

Financial Stability (Annexure C)



Declaration: Upon signature of this declaration, the Tenderer declares

that all information submitted in this worksheet is true and correct and

further acknowledges and understand that University of Pretoria

reserves the right, acting on its sole and absolute discretion to disqualify

the Tenderer and this Response should any information be

misrepresented herein

Sheet Incomplete

Contact number (Area code / Number)

Inventory (as per audited financials submitted)

Current Liabilities:



April 2015 Schedule F - Technical Specifications Completion Guide 1 | P a g e © F i n e p r i n t 2 0 1 4

SCHEDULE E – TECHNICAL SPECIFICATIONS COMPLETION

GUIDE

Information in this document is subject to change. No part of this document may be reproduced, or transmitted, in any form, or by any means, electronic or mechanical, for any purpose, without the express written permission of Gray Scale Solutions.

Table of Contents 1 Scope of this document .................................................................................................................. 2

2 Completion process overview ......................................................................................................... 2

3 Data fields ....................................................................................................................................... 2

3.1 Mandatory data fields ................................................................................................................ 2

3.2 Open data fields ......................................................................................................................... 2

3.3 Locked mandatory field that reference to a different sheet (reference cell provided in field

note) 3

3.4 Warnings .................................................................................................................................... 3

3.5 Field notifications – Field not completed yet ............................................................................ 3

3.6 Field notification - Rejected option was selected ...................................................................... 3

3.7 Declaration ................................................................................................................................. 3

3.8 Declined sheet approval ............................................................................................................ 3

4 Approvals ........................................................................................................................................ 4

4.1 Worksheet approval .................................................................................................................. 4

4.2 Document approval ................................................................................................................... 4

5 Technical enquiries ......................................................................................................................... 4


1 Scope of this document Kentz requests tenderers to complete the Product Specification sheet (Annexure A) and their

operational capacities and infrastructure capacities (Annexure B) on electronic excel forms provided

to all interested bidders. These forms contain a very specific data submission process that we

describe in this document to assist the vendor to comply with all requirements.

2 Completion process overview In order to complete each of the documents, the tenderer should follow the following basic

guidelines:

Complete all the peach-coloured fields on the registration page

Complete all the peach-coloured fields on each of the other pages

Accept the declaration at the bottom of each page

If all the requirements on all the sheets are met, the registration page will display a green

block that indicating “Completed”

Once all approvals are obtained, the forms should be printed and signed

The tender response requires that the completed forms are both printed out and signed, as

well as included in the original Excel format on Compact Disk.

3 Data fields Both Excel tender forms, (Annexure A - product specification sheet and Annexure B – operational

capacity and infrastructure) contain a standard colour coding to assist users to complete the

required data fields. Listed below are the different data fields and their colour coding.

3.1 Mandatory data fields

Light orange cells indicate mandatory information fields. Failing to complete these fields will result in

a failure to present the signature block and final acceptance of the total spreadsheet. Mandatory

fields have potentially one of the following validations:

Drop-down boxes – select from a provided selection

Open Text fields – allow to provide open text

Number fields with or without a range (the range will be displayed in a note).

3.2 Open data fields

White cells are open data fields. These fields are not mandatory, are not connected to official scoring

or validations, but may supply information to Kentz that might be considered in the course of the

evaluation.


3.3 Locked mandatory field that reference to a different sheet (reference cell

provided in field note)

A light green response field that reference information from a mandatory field on a previous sheet.

3.4 Warnings Red cells contain warnings or important failure notifications. Failure to comply with these warnings

will lead to disqualifications.

3.5 Field notifications – Field not completed yet

It is mandatory to respond to all the light peach data fields. All unattended fields will display a note

in the field noticicaion: “Field incomplete”.

3.6 Field notification - Rejected option was selected

If a response option field indicates an option in red, it implies that this option would not be

accepted. Should the Tenderer therefore not comply with this mandatory requirement the field

notification will display “Rejected due to non-compliance”. This field will prevent the successful

completion of the worksheet as well as final approval on the registration page.

3.7 Declaration

The declaration field is a dropdown that display an “Accept” and “Decline” option. Accepting the

declaration which is displayed in the cell directly left of the declaration in a yellow block is

mandatory.

3.8 Declined sheet approval

Until all the mandatory fields on a sheet have been complied with, the sheet will display a light red

warning “Sheet incomplete”.


4 Approvals All fields correctly completed will display a green field notification displaying that the field was

correctly completed.

4.1 Worksheet approval

Once all the field requirements have been complied with on a worksheet, the sheet will display a

signature page indicating that the sheet is completed correctly.

4.2 Document approval

5 Technical enquiries Any technical enquiries on this tender should be directed to:

Mr Rian van der Merwe at email [email protected] or contact Rian at 083 257 2601

mailto:[email protected]

of 24 - Procurement Procedures

Annexure 1

GENERAL TERMS AND CONDITIONS OF TENDER

1. GENERAL

Unless otherwise specifically agreed in writing between the University and the supplierthese tender terms and conditions form a part of each tender and contract and apply tocontracts for the purchase of materials, supplies, equipment and services.

2. SUBMISSION OF TENDERS

3. EXECUTION OF TENDER

The tender form must be signed in the space provided on the form with the signatureof the tenderer or the responsible official of the enterprise tendering. Hard copysubmissions must be written or printed in ink and all corrections must be initialed bythe person signing the tender documents.

4. PRICES AND TERMS

Firm prices should be tendered and include all packing, installation, handling, shippingcharges and delivery to the destination shown therein.

The following must be noted when prices are determined for tenders:

4.1. VAT (where applicable) must be included in all prices.

4.2. Prices quoted must remain firm for at least 60 days from closing.

4.3. Tenderers are encouraged to allow educational discounts in the prices quoted.

4.4. Settlement discounts may be offered for prompt payment.

4.5. Claims: Claims for an increase in price due to a variation in the rates of

exchange will only be considered if:

it was a condition of the tender;

the amount to be remitted overseas in foreign currency and the rate of

exchange applied was stated in the tender;

documentary proof of date of payment and the rate of exchange ruling

at the time of payment is furnished;

the order was satisfactorily executed within the stipulated delivery

period.

IF ANY GAIN IS OCCASIONED BY ANY VARIATION IN THE RATE OF EXCHANGE THIS SHOULD BE PAID FORTHWITH TO THE UNIVERSITY.

Or hand delivered in a sealed envelope to: The Procurement Manager Procurement University of Pretoria Administration Building, Room 5-29 Corner of Lynnwood Road and Roper Street Hatfield

Tenders must be posted to:

The Procurement Manager: Procurement University of Pretoria Private Bag X20 Hatfield

0028

of 24 - Procurement Procedures

5. PAYMENT

The standard terms of payment are 30 days after the first month-end statement on completion of satisfactory delivery of goods/services. Unless otherwise specified, partial payments or advance payments will not be made.

6. DELIVERY

Unless actual date of delivery is specified (or if specified delivery cannot be met)mention must be made of the number of days required to effect delivery after receipt ofan official University purchase order. Delivery time may be a basis for making anaward. Delivery will be within the normal working hours of the University, Monday toFriday (07:30 to 16:00) unless otherwise stated.

7. ERRORS

Failure to examine the specifications, delivery schedule, tender prices, extensions andall instructions will be at the tenderer’s risk. The unit price will govern in the case of amistake in extension.

8. QUALITY OF MATERIAL

Unless otherwise stipulated the goods tendered, should be NEW i.e. in the unusedcondition, neither second-hand nor reconditioned.

9. SAFETY

All manufactured items and fabricated assemblies should comply with applicablerequirements of the Occupational Safety Health Act. (Act No. 85 of 1993 and anystandards thereunder).

10. SECURITIES

The successful tenderer, when called upon to do so, has to provide security to thesatisfaction of the University for the due fulfilment of a contract or order. Such securitywill be in the form of a deed of suretyship furnished by an approved bank, buildingsociety, insurance or guarantee corporation carrying on business in South Africa.

11. MANUFACTURERS’ NAMES AND APPROVED EQUIVALENTS

Any reference to manufacturers’ names, trade names, brand names, informationand/or catalogue numbers listed in a specification are for information and not intendedto limit competition. If tenders are based on equivalent products, indicate on the tenderform the manufacturer’s name and number. Tenderers have to submit with proposals,drawings, sketches and descriptive literature and/or complete specifications. TheUniversity reserves the right to determine acceptance of item(s) as an approvedequivalent.

12. SAMPLES

If samples are required, such samples must be furnished free of all charges, on orbefore the closing date of the tender. If tenderers desire such samples returned it willbe at their own risk and cost. All requests for return of samples will be accompanied byinstructions which include method of return with the tender submission. If instructionsare not received the commodities will be disposed of by the University.

13. FACILITIES

The University reserves the right to visit/inspect the tenderer’s facilities at any time withprior notice.

of 24 Procurement Procedures

14. DISQUALIFICATION OF TENDERER:

More than one tender from an individual, firm, partnership, corporation or associationunder the same or different names will not be considered. Reasonable grounds forbelieving that a tenderer is involved in more than one proposal for the same work willbe cause for rejection of all proposals in which such tenderers are believed to beinvolved. Any or all proposals will be rejected if there is reason to believe that collusionexists between tenderers. Tenders that contain prices which are obviously unbalanced,as to affect adversely the interest of the University, may be rejected.

15. CHANGE IN SCOPE:

The University reserves the right to change the scope and extent of supply of thegoods and/or services requested in the tender and invite the re-submission of suchtender on or before the closing date, without necessitating a new tender.

16. ACCEPTANCE OF TENDER

The University reserves the right to:

withdraw a tender after issue;

accept no submitted tender.

Upon the acceptance of a tender by the University, the parties will be bound by the general

terms and conditions of the tender and the standard terms and conditions of contract.

17. AWARD

The University reserves the right to award by item, or part thereof, groups of items, orparts thereof, or all items of the tender; to reject any and all tenders in whole or in part;to waive any minor technical defects, irregularities or omissions if, in so doing the bestinterests of the University will be served. The University reserves the right not to acceptany tender with the cheapest offer.

18. SPECIAL PROVISIONS

Any and all special conditions attached hereto which vary from these generalconditions shall have precedence.